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.

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.