Document Management Specialist

Job Summary:
The Document Management Specialist will be responsible for managing, organizing, and maintaining both physical and digital files to ensure efficient document retrieval and compliance with company policies and legal regulations. The role requires attention to detail, strong organizational skills, and a good understanding of document management systems. The ideal candidate will be adept at transitioning between digital and paper-based filing systems and will play a key role in streamlining workflows and improving file management efficiency.
Key Responsibilities:
1. Paper-Based File Organization:
• Sort, categorize, and label physical files according to department or subject matter.
• Organize paper files into appropriate storage containers, cabinets, and shelving units.
• Ensure proper handling and security of confidential and sensitive documents.
• Maintain an inventory of physical files and ensure proper filing, archiving, and disposal of outdated documents.
• Monitor and maintain the cleanliness and order of the file room, ensuring accessibility and ease of use.
• Regularly review and assess the condition of physical files, ensuring they remain in good shape and easily retrievable.
2. Digital File Organization:
• Scan and digitize physical documents to create electronic records, ensuring data accuracy and proper indexing.
• Organize and maintain electronic files within a structured, accessible file system (e.g., cloud-based, or local storage systems).
• Establish and enforce file naming conventions, categorization, and metadata standards for digital files.
• Monitor and back up digital files regularly to ensure data security and recovery.
• Work with digital document management systems (DMS) to ensure compliance with internal document control policies.
3. File Maintenance & Compliance:
• Monitor retention schedules for both digital and physical files, ensuring that obsolete files are properly archived or disposed of.
• Assist with periodic audits to assess the accuracy and completeness of file systems.
• Work with management to update filing systems and improve organization, as necessary.
5. Process Improvement:
• Identify opportunities for streamlining file organization processes, both digitally and physically.
• Provide recommendations for improved organization and use of document management tools and technologies.
• Help implement best practices for both paper and digital file organization across the organization.
Qualifications:
• High school diploma or equivalent required; associate's degree or higher preferred.
• Previous experience in office administration, file organization, or records management.
• Strong familiarity with document management systems.
• Proficiency in scanning equipment and software for digitizing paper records.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
Physical Requirements:
• Ability to lift and carry boxes or files weighing up to 20 pounds.
• Ability to spend extended periods standing, sitting, or performing manual tasks (e.g., filing, scanning).
• Comfortable working in both office and storage areas, including navigating file cabinets, shelves, and filing systems.
Preferred Skills:
• Experience with electronic document management software
• Previous experience in organizing large volumes of both digital and paper documents