Scan Technician

Job Description

Job Description

Position Summary

The Scan Technician – Records Storage is responsible for converting boxed client records into secure, searchable digital files. This role supports high-volume document imaging operations while maintaining strict chain-of-custody controls, inventory accuracy, and compliance with records-retention and confidentiality requirements.

Key Responsibilities

• Retrieve and return client record boxes from secure storage locations
• Verify box, file, and document identifiers against inventory and work orders
• Prepare documents for scanning (remove fasteners, repair pages, organize files)
• Batch, scan, and index documents using production scanners and capture software such as Kofax / Tungsten
• Apply correct file naming conventions, indexing fields, and retention metadata
• Perform quality control checks to ensure completeness, legibility, and correct indexing
• Re-scan or correct documents that do not meet established quality standards
• Maintain accurate chain-of-custody and production tracking logs
• Upload or transfer completed files to secure delivery systems (client portals, FTP, internal repositories)
• Re-box, label, and return physical records to storage or prepare them for approved destruction
• Follow documented procedures for records handling, security, and retention compliance
• Report scanner, software, or document condition issues to supervision

Required Skills & Qualifications

• High school diploma or equivalent
• Experience in document scanning, records storage, or imaging operations preferred
• Strong attention to detail and ability to follow documented procedures
• Basic computer skills and familiarity with file management
• Ability to maintain confidentiality and handle sensitive client records
• Ability to lift up to 40–50 lbs and work on your feet for extended periods

Preferred Qualifications

• Experience working in a records storage or document management environment
• Familiarity with retention schedules and chain-of-custody controls
• Experience with high-volume scanning operations (50,000+ pages/month)
• Knowledge of compliance requirements related to confidential records (legal, medical, or financial)

Work Environment

• Secure records storage and imaging production environment
• Fast-paced, metric-driven workflow
• Repetitive tasks requiring sustained accuracy and focus

GRM does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. All employment is decided on the basis of qualifications, merit, and business need.