DMS Operator

At Iron Mountain we know that work, when done well, makes a positive impact for our customers, our employees, and our planet. That’s why we need smart, committed people to join us. Whether you’re looking to start your career or make a change, talk to us and see how you can elevate the power of your work at Iron Mountain.

We provide expert, sustainable solutions in records and information management, digital transformation services, data centers, asset lifecycle management, and fine art storage, handling, and logistics. We proudly partner every day with our 225,000 customers around the world to preserve their invaluable artifacts, extract more from their inventory, and protect their data privacy in innovative and socially responsible ways. 

Are you curious about being part of our growth stor​y while evolving your skills in a culture that will welcome your unique contributions? If so, let's start the conversation.

• Job Title: Associate Specialist, Imaging Operations
• Department: DMS Team
• Reports To: Associate Specialist, Imaging Operations
• Location: OBE
• Job Type: Contract
• Working Hours: 9:00-18:00 (OT is required when needed)

Job Summary: The Associate Specialist, Imaging Operations, is responsible for the accurate and efficient scanning, indexing, and quality control of various documents to ensure proper organization, retrieval, and preservation of information. This role plays a crucial part in maintaining the integrity of our digital records system and supporting overall operational efficiency.

Key Responsibilities:

• Document Preparation:

• Scanning Operations:

• Indexing And Data Entry:

• Quality Control:

• Document Management:

• System Maintenance & Improvement:

• Other Duties:

• Prepare physical documents for scanning, including removing staples, paper clips, repairing damaged pages, and sorting documents according to established procedures.
• Ensure documents are in proper order and ready for high-volume scanning.
• Operate high-speed document scanners to convert physical documents into digital formats (e.g., PDF, TIFF).
• Monitor scanner performance, troubleshoot minor issues, and perform routine maintenance (e.g., cleaning rollers).
• Ensure scanned images are legible, complete, and meet quality standards.
• Accurately index scanned documents by entering relevant metadata into the document management system (DMS) or database.
• Verify data accuracy and consistency, ensuring proper categorization and tagging for easy retrieval.
• Adhere to established naming conventions and indexing rules.
• Perform thorough quality checks on all scanned images and indexed data to identify and correct errors.
• Rescan or re-index documents as necessary to meet quality requirements.
• Report any persistent issues or discrepancies to the supervisor.
• Organize and store physical documents post-scanning according to retention policies or prepare them for off-site archiving/shredding.
• Maintain confidentiality and security of all sensitive information.
• Assist with document retrieval requests as needed.
• Identify opportunities for process improvement in scanning and indexing workflows.
• Assist in maintaining accurate records within the document management system.
• Stay updated on best practices in document imaging and records management.
• Perform other administrative or clerical duties as assigned.
• Maintain a clean and organized work area.

Qualifications

• Experience:

• Skills:

• 1-2 years of experience in document scanning, indexing, data entry, or a similar administrative role.
• Experience with high-volume scanning equipment and document management systems (DMS) is highly desirable.
• Technical Proficiency: Proficient in using document scanners and comfortable with various software applications (e.g., Microsoft Office 365, especially Excel).
• Attention to Detail: Exceptional accuracy and meticulous attention to detail are paramount.
• Organizational Skills: Excellent organizational and time management skills.
• Problem-Solving: Ability to identify and resolve basic technical or document-related issues.
• Communication: Good verbal and written communication skills, both Cantonese and English.
• Confidentiality: Demonstrated ability to handle sensitive and confidential information with discretion.
• Dexterity: Good manual dexterity for handling documents.
• Adaptability: Ability to adapt to new technologies and changing procedures.

Category: Operations Group