Records & Information Specialist

The Records & Information Specialist role supports the Corporate Records team by reviewing, preparing, digitizing, and classifying hardcopy documents for inclusion in the organization’s Records Management System. Familiarity working with a Records Retention Schedule by associating documents with their Record Series Titles, retention periods, regulations, and RM File Numbers.

Job Title: Records & Information Specialist
Location: White Plains, NY
Duration: 12 months
Pay Rate: $35.00 - $38.00/hr.

Hybrid: 3 days’work from office and 2 days’work from home
Work Schedule: Monday through Friday 7.5-hour workday with 0.5-hour unpaid lunch, paid for time worked only.

Project Overview
The Records & Information Specialist role supports the Corporate Records team by reviewing, preparing, digitizing, and classifying hardcopy documents for inclusion in the organization’s Records Management System. Under the supervision of Digital warehouse and functional business owner, assist in the creation of a digital library for all current physical records under the payroll. Knowledge of Payroll documents recommended.

Job Functions & Responsibilities

• Review hard-copy documents to determine whether they meet the criteria for official records.
• Classify and accurately name records using established naming conventions and filing guidelines.
• Prepare documents for scanning, including organizing, removing staples, and ensuring materials are in a scan-ready condition.
• Under general direction, responsible for electronic scanning of records, and the supporting processes
• Includes scanning hardcopy records using standard imaging equipment and verify image quality.
• Upload scanned documents into the Records Management System with correct metadata
• Maintain organization and tracking of documents throughout the preparation, scanning, and uploading process.
• Assist with basic quality control checks to ensure accuracy and completeness of digitized records.
• Familiarity working with a Records Retention Schedule by associating documents with their Record Series Titles, retention periods, regulations, and RM File Numbers.
• Capture metadata and other valuable data to support records compliance.
• Maintain appropriate confidentiality in matters pertaining to all forms of records, including HIPPA, PII and all other business affairs.
• Proactively work to improve the searchability of the scanned record by understanding business area needs.

Skills

• Prior experience or knowledge of Content Server and SharePoint or other Content Management systems;preferred.
• Strong attention to detail and accuracy.
• Ability to follow established procedures and naming conventions.
• Basic computer skills and comfort working with digital files and databases.
• Ability to manage repetitive tasks while maintaining quality.
• Strong organizational skills and ability to meet deadlines.
• Prior experience with scanning, records management and content management principles, approaches and solutions and demonstrated application
• Demonstrated strong experience with state-of-the-art electronic filing and content management systems
• Ability to prioritize and manage a project from conception to completion, including working with end users to assure the final product meets their standards.

Education & Certifications

• Bachelor’s degree, in a related field is preferred.
• 3+ years’experience in or Records or information Management.
• Ability to reach and bend to retrieve and return files on shelves.

EEO Employer
LanceSoft is a certified Minority Business Enterprise (MBE) and an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. LanceSoft makes hiring decisions based solely on qualifications, merit, and business needs at the time.