Description
Digitize paper documents and records by operating scanners and capture software; prepare, sort, index, and quality-check materials; store images in document management systems; track and return originals; retrieve and deliver digital files to authorized users while maintaining accuracy, security, and retention compliance.
- • Prepare documents for scanning by removing fasteners, repairing pages, and arranging batches.
- • Gather materials to be scanned from departments or incoming mail.
- • Sort and classify documents by content, purpose, user, or chronological, alphabetical, or numerical order.
- • Scan documents using high-speed and flatbed scanners, selecting appropriate settings.
- • Read and review incoming materials to determine scan priority and indexing rules.
- • Create new digital records or add scanned images to existing records as necessary.
- • Assign and record barcodes, file numbers, or index codes to link images to records.
- • Input metadata and document information into capture or document management systems.
- • Perform image quality control, ensuring completeness, legibility, correct orientation, and page order.
- • Rescan or enhance images to meet quality standards.
- • Track originals throughout the workflow to ensure all items are scanned and returned.
- • Return originals to storage receptacles or route for secure shredding per retention policy.
- • Answer questions about scanned records and assist users with locating digital files.
- • Generate logs and reports on scanning volumes, turnaround times, and exceptions.
- • Maintain and clean scanners; clear jams, replace consumables, and request service as needed.
- • Improve scanning and indexing procedures or help implement new capture workflows.
- • Protect confidential information and secure materials and systems per policy and legal requirements.
- • Retrieve digital documents on request and deliver to authorized users.
- • Back up or archive scanned files and verify successful uploads and storage integrity.
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Tasks & skills:
O*NET occupational data (work activities, skills, knowledge).
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This site includes information from O*NET by the U.S. Department of Labor, Employment and Training Administration (USDOL/ETA), used under the CC BY 4.0 license. Career Clutch has modified some of this information for student readability. USDOL/ETA has not approved, endorsed, or tested these modifications. O*NET® is a trademark of USDOL/ETA.
Last reviewed: Jan 2026
