File Scanning Clerk
Temporary Hybrid | Toronto, ON
Description
Job Summary: The File Scanning Clerk is responsible for converting physical documents into digital formats and maintaining organized electronic filing systems. This position requires attention to detail, efficient time management, and a strong understanding of document management tools to ensure that files are scanned, saved, and categorized properly.
Key Responsibilities:
- Scan Physical Documents:
- Use scanners and other imaging devices to digitize paper documents accurately and efficiently.
- Ensure that scanned documents are clear, legible, and correctly oriented.
- Organize and Save Digital Files:
- Name and store files according to established naming conventions.
- Upload digital files into appropriate cloud-based or local file storage systems, ensuring proper categorization.
- File and Maintain Records:
- Maintain a well-organized filing system for both physical and digital records.
- Ensure that files are easily accessible when required by colleagues or supervisors.
- Quality Control:
- Review scanned documents to verify that they meet quality standards and ensure no pages are missing or improperly scanned.
- Perform re-scans if necessary to ensure the highest quality of digital files.
- Data Entry and Documentation:
- Ensure all necessary paperwork is included in the digital file, such as forms or supporting documents.
- Confidentiality and Data Protection:
- Handle all documents in compliance with company confidentiality and privacy policies and data protection regulations.
- Ensure sensitive information is stored securely and only accessible to authorized personnel.
- Collaboration and Support:
- Work closely with administrative, legal, or management teams to understand document categorization needs.
Qualifications
- High school diploma or equivalent; additional certifications or coursework in office administration or document management preferred.
- Proven experience in administrative or office roles, particularly in scanning or document management.
- Proficiency with scanner equipment and document management software (e.g., Excel, Adobe Acrobat, SharePoint, Laserfiche).
- Strong attention to detail and organizational skills.
- Ability to work independently and efficiently in a fast-paced environment.
- Knowledge of file naming conventions and metadata for efficient document retrieval.
