Documentation Specialist

Documentation Specialist

Visium Resources is seeking a detail-oriented, highly organized contract professional to lead a comprehensive audit and reconciliation of original client documents held in our firm vault. This is a short-term, project-based engagement focused on creating an accurate, up-to-date inventory system, identifying and resolving missing or outdated records, and establishing a sustainable process to ensure all original documents remain secure, accounted for, and easy to locate going forward. This role requires exceptional attention to detail, strong Excel/spreadsheet skills, sound judgment, and a clear understanding of the sensitivity and confidentiality of the materials involved.

Inventory & Reconciliation

• Conduct a full physical audit of original documents currently held in the firm vault
• Create and maintain a comprehensive, well-organized Excel spreadsheet tracking every original document by client, document type, date, and vault location
• Identify discrepancies between what should be in the vault (per client files/records) and what is physically present
• Flag and document any missing original documents for follow-up

Client Status Research

• Research and determine, using available online resources and public records, whether clients associated with vault documents have passed away
• Document findings clearly and accurately, with sources noted where applicable
• Escalate ambiguous or unconfirmed findings to firm attorneys/staff for review rather than making final determinations independently

Correspondence

• Draft clear, professional cover letters related to deceased clients' original documents (e.g., notifying a personal representative, executor, or family member that original documents are being held or need to be retrieved)
• Prepare and send correspondence in accordance with firm approval procedures
• Maintain a log of all correspondence sent, including recipient, date, and purpose

Document Preparation

• Identify and help prepare replacement or missing documentation where needed, in coordination with attorneys and staff (non-legal documents)
• Ensure all prepared documents are properly labeled, filed, and ready for vault storage or client return

Security & Confidentiality

• Handle all original documents with strict confidentiality and care at all times
• Ensure documents are returned to secure vault storage promptly after handling; documents should not be left unattended or outside the vault beyond what's necessary for active work
• Immediately report any damaged, missing, or improperly stored documents to firm management

Systems & Process Improvement

• Design and implement a sustainable, easy-to-follow system for tracking original documents going forward (e.g., check-in/check-out logs, periodic audit schedule, standardized labeling)
• Provide clear documentation/training materials so firm staff can maintain the system after the contract concludes
• Recommend any additional safeguards or process improvements identified during the audit

Work Environment & Expectations

• This role requires on-site presence due to the need for direct, secure access to original physical documents
• Original documents must never leave firm premises or be left unsecured; all work involving original documents must occur within approved, secure areas
• Any client-identifying information encountered during this project is strictly confidential and may not be discussed or disclosed outside the scope of this engagement
• Regular check-ins with firm management to report progress, flag issues, and confirm next steps

Follow-On Scope (Upon Completion of Vault Audit)

Once the vault audit and reconciliation is substantially complete, this role may extend to include scanning closed client files to electronic format, as part of the firm's ongoing recordkeeping and document retention process. This work would follow the same standards of confidentiality, accuracy, and care applied to the vault audit itself.

• Scan closed client files to create complete, organized electronic copies for firm records

Deliverables at Completion

• A complete, accurate, and organized Excel inventory of all original documents in the vault
• A documented list of missing documents, including status/follow-up notes for each
• Copies of all correspondence sent regarding deceased clients' documents, with a log of recipients and dates
• A written, repeatable system/process for ongoing document tracking, with training provided to designated firm staff
• If time and scope allow within the contract period: scanned electronic copies of closed client files