Documentation Specialist

Job Summary

The Document Digitization Specialist is responsible for the large-scale conversion of physical records into a secure, searchable, cloud-based digital environment. This role supports the digitization of nearly one million paper records and focuses on high-quality scanning, organization, and metadata collaboration to ensure long-term accessibility and compliance. The specialist will work closely with technical staff to support the development of metadata and archival structures within a Document Management System (DMS).

Key Responsibilities

• Sort, organize, and prepare physical records for digitization, including document breakdown, removal of staples/clips, and verification of correct page order
• Operate high-volume and specialized scanning and imaging equipment to produce high-resolution digital copies of documents contracts, records, technical documents, blueprints)
• Upload and digitize scanned documents into cloud-based platforms and Document Management Systems SharePoint, Google Drive, or industry-specific DMS)
• Apply consistent file naming conventions, searchable keywords, tags, and metadata to ensure efficient retrieval and archival integrity
• Collaborate with IT and technical teams to support metadata standards and archive development
• Perform quality control reviews to confirm completeness, clarity, and legibility of scanned images; adjust brightness, contrast, or resolution as needed
• Track digitization progress and manage large volumes of documents while maintaining accuracy
• Maintain strict confidentiality and comply with applicable data privacy and security regulations HIPAA, GDPR)
• Follow established document handling, data security, and records management protocols

Required Qualifications

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred for senior-level roles)
• Demonstrated experience with document scanners, scanning software, and high-volume digitization workflows
• Proficiency with cloud storage platforms, document management systems, and PDF editing tools Adobe Acrobat)
• Strong organizational skills with exceptional attention to detail
• Ability to identify and resolve scanning errors, missing pages, or indexing issues
• Ability to work collaboratively with technical and non-technical staff
• Ability to stand for extended periods and lift document boxes (up to approximately lbs)
• Active Secret clearance

Preferred Qualifications

• Prior experience in records management, archival services, or large-scale digitization projects
• Familiarity with metadata creation, indexing standards, or compliance-driven environments
• Experience handling sensitive, regulated, or confidential records

Work Environment

• Hands-on, project-based role involving repetitive scanning and document handling
• Collaboration with IT and archive development teams
• Physical demands may include standing, lifting, and repetitive motion tasks

Benefit selection, customer contractual specifications, relevant work experience, skills, competencies, certifications, and clearance status will influence the final salary.

What we will bring:

Solidus offers you an exciting opportunity to tackle the nation’s greatest challenges applying innovation and expertise to produce cutting-edge results that have a long-lasting impact. We offer outstanding benefits, generous PTO and much more! Apply today to learn why Solidus has a Star rating on Glassdoor!

Req ID: 7

Solidus is an Equal Opportunity Employer and provides equal employment opportunities regarding all terms and conditions of employment to all employees and qualified applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. The Company will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application and interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request an accommodation.

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