Document Management Assistant

Job Title : Document Management Assistant

Location : [Insert Location]

Pay : [Insert Pay] Job Purpose :

• Support the Employee Records Digitalisation project by scanning physical HR records.
• Rename digital files according to the agreed naming convention.
• Securely destroy physical documents in compliance with Client Records Management standards.

Qualifications & Skills :

Key Responsibilities :

Document Preparation & Scanning Organize and prepare physical employee records for scanning.

Operate scanning equipment to digitize documents ensuring high-quality, legible images.

Verify completeness and accuracy of scanned files before saving.

File Naming & Organization Rename scanned files using the approved naming convention (, EmployeeID_FirstName_LastName_DocumentType_DDMMYYYY).

Ensure files are stored in the designated digital repository for easy retrieval.

Secure Document Destruction Destroy physical documents post-scanning in accordance with Client Records Management guidelines.

Confirm destruction is permanent and irreversible, ensuring compliance with regulatory and internal standards.

Compliance & Confidentiality Handle sensitive employee information with strict confidentiality.

Follow all Client data privacy and records retention policies.

Reporting Maintain logs of scanned and destroyed documents for audit purposes.

Report progress and any issues to the project manager.