Document Scanning (Office)

Job Title: Lead Digitization Specialist

Position summary

The Book Scanning & Records Spreadsheet Coordinator is responsible for digitizing physical books into high-quality, searchable files and maintaining accurate tracking logs in Excel to ensure materials are processed, organized, and easy to locate.

Key responsibilities:

Book scanning & digitization

- Prepare books/materials for scanning (verify order, remove obstructions when applicable, handle carefully).

- Operate scanning equipment and scanning software to produce clear digital images/PDFs.

- Perform quality checks for completeness, readability, correct orientation, and re-scan as needed.

File naming, organization & indexing

- Save and organize digital files using established naming conventions and folder structures.

- Index/categorize scanned files so they can be retrieved quickly (e.g., by title, author, ISBN, project, or batch).

Excel tracking & reporting

- Maintain an Excel spreadsheet to track items from intake through completion (e.g., date received, status, file name/location, issues found, completion date).

- Update scanning queues, daily/weekly progress counts, and exception logs (missing pages, rescan requests, damaged items).

Equipment & process support

- Perform routine scanner upkeep and report/triage minor issues to reduce downtime.

- Follow confidentiality and document-handling requirements when processing sensitive materials.

Required skills & qualifications

- High attention to detail and strong organization skills for accurate scanning, indexing, and tracking.

- Proficiency in Microsoft Excel (data entry accuracy; filters/sorting; basic formulas preferred).

- Comfortable using scanners, computers, and document management/file systems.

- Ability to manage repetitive tasks while maintaining consistent quality standards.

Preferred (nice to have)

- Prior experience in document scanning, records management, filing, or administrative support.

- Familiarity with indexing standards, batch processing, or document management systems.

• It is a Full Time Back Office / Data Entry job for candidates with 6 months - 3 years of experience.