Document Imaging Specialist

Job Description

Job Description

Job Title: Document Imaging Specialist

Employment Type: Full-Time with benefits
Work Mode: Fully Onsite (Monday Through Friday)
Place of Performance: Washington, D.C. 20002
Work Authorization: Must be authorized to work in the United States.
Security Requirement: Candidates must be able to meet all client and contract-specific requirements, including background screening and employment eligibility verification, as applicable.

 

Position Overview

• The Document Imaging Specialist will perform the hands-on production work of the digitization effort: preparing physical case files for scanning, operating production-grade scanning equipment to capture images that meet the technical parameters, supporting OCR and metadata capture, participating in quality-control sampling, maintaining batch intake and chain-of-custody records, and supporting lawful shredding/disposition of source paper records once validation is complete and no legal holds exist.
   

Essential Duties and Responsibilities

Task Group 1 — Document Preparation

• Remove fasteners and paper clips, flatten pages, repair minor damage where needed, segregate special media, and insert separation sheets for form types/tab sections to preserve logical order.
• Follow the approved folder-level and document-level indexing scheme.

Task Group 2 — Scanning and Image Capture

• Operate production-grade scanning stations to capture all pages/parts at a minimum of 300 ppi, using 24-bit color or 8-bit grayscale as appropriate, matching the appearance of the source document, and avoiding lossy compression for master files.
• Apply skew correction and cropping that preserve content, and verify that color, grayscale, or black-and-white settings are appropriate for the material.
• Ensure no loss of information during scanning (no cut-off text or missing pages) and protect against unauthorized changes to captured images.

Task Group 3 — OCR, Metadata, and Quality Control

• Apply high-accuracy OCR and flag low-confidence blocks for review, without altering the image master.
• Capture required metadata (e.g., Offender ID, case number, document date, folder title, page count, scan date, operator ID, equipment ID, batch ID, version) for each digitized item.
• Participate in routine QC sampling and defect detection under the project’s Quality Management Plan and support equipment performance checks and calibration.
• Follow the approved blank-page and content-preservation policy consistently, with no arbitrary page exclusion, and never use transcoding or interpolation (upsampling) to artificially meet resolution requirements.

Task Group 4 — Chain of Custody, Records Handling, and Disposition Support

• Maintain the item-level or batch intake log with unique identifiers, tracking file/folder movement from receipt through disposition, and maintain records.
• Identify, isolate, and log any non-paper physical media (CDs, DVDs, magnetic tapes, thumb drives) or born-digital records discovered within case file boxes, and notify the COR immediately for handling instructions.
• Keep all hard-copy source records in restricted-access containers when not actively being scanned and never transport or scan records off-site without the COR’s express written authorization.
• Support lawful shredding/destruction of hard-copy records only after confirmed validation is complete and no legal holds exist, and support preparation of certificates of destruction per batch.

Knowledge and Skills Required:

• Ability to operate production-grade scanning equipment to the technical parameters the SOW specifies (minimum 300 ppi, correct color/grayscale mode, skew correction, no lossy compression).
• Attention to detail in document preparation, indexing, and metadata capture to support accurate, complete digitized records.
• Ability to follow documented chain-of-custody and batch intake procedures, and to flag anomalies such as historical gaps or missing records using the project’s standardized documentation methodology.
• Ability to recognize and properly isolate non-paper physical media or born-digital items encountered during processing.