What are the responsibilities and job description for the Records Analyst - Scanning Center position at IST Management?

Overview

IST Management Services is sourcing for a direct hire, full-time, Records Analyst – Scanning Operations that is responsible for the inventory, classification, organization, and assignment of scanning projects at our clients location in Memphis, TN. This role ensures that physical records are accurately logged, analyzed for metadata completeness, categorized for processing, and assigned for efficient digitization. The analyst plays a critical role in optimizing the scanning workflow, maintaining compliance with document retention policies, and ensuring smooth coordination with offsite storage and transitioning hotels. IST is a rapidly growing business process outsourcing (BPO) company and the largest American privately-owned facilities management company. Founded in 1997, the company is a two-time recipient of the Human Resources Professional Excellence Award granted by the Society for Human Resource Management. We observe a business professional dress code.

Location : Memphis, TN

Employment Type : Full-time

Hours : Monday through Friday, 8 : 00am to 5 : 00pm

Salary Range : $50,000 - $65,000 per year (based on experience and qualifications)

Benefits Include : Medical, Dental, Vision, STD, LTD, Life, 401k, Paid Time Off, Pet Insurance

Responsibilities

Key Responsibilities :

Inventory Management & Coordination :

Maintain and track physical records inventory, ensuring accurate documentation in ARM 2.0 and VitalWeb .
Coordinate file deliveries from transitioning hotels, ensuring an accurate chain of custody .
Order, receive, and document boxes from offsite storage (VRC) for processing.
Generate barcode labels and update tracking systems for received, processed, and destroyed files.
Ensure compliance with retention schedules by classifying records as active, pending destruction, or non-records .

Document Analysis & Classification :

Open, inspect, and categorize document types within received record boxes.

Identify and tag metadata , including Box Number, Facility ID, Employee Name, and Retention Start Date .

Conduct research to determine missing metadata, leveraging Hilton systems (Lobby, ARM 2.0, .

Separate out-of-scope records and determine appropriate handling processes.

Work closely with Hilton’s Information Governance team to verify record classification and retention policies.

Organization & Assignment of Scanning Projects :

Prepare structured batches of documents for scanning, ensuring efficiency and accuracy.

Assign scanning projects based on document type, priority, and scanning workflow constraints.

Provide detailed work instructions to scanning operators, ensuring metadata accuracy and document integrity.

Identify boxes requiring additional preparation (., staple removal, organization adjustments).

Maintain a rolling queue of work to ensure uninterrupted scanning operations.

Quality Control & Compliance :

Validate that scanned documents are accurate, clear, and properly indexed in SharePoint.

Monitor metadata accuracy, flagging any inconsistencies for resolution.

Ensure compliance with Hilton’s document retention policies and regulatory guidelines.

Support audit and reporting efforts by maintaining records of scanned, pending, and destroyed files.

Process Improvement & Best Practices :

Continuously evaluate and refine workflows to improve efficiency in inventory, analysis, and scanning preparation .

Develop documentation on best practices for document classification and metadata tagging .

Identify opportunities for automation or system enhancements in record management.

Work with IT and records teams to streamline digital storage and retrieval processes.

Qualifications

Qualifications & Requirements :

Education & Experience :

Required : Associate’s or Bachelor’s degree in Business Administration, Information Management, Library Science, or a related field.

Preferred : 2 years of experience in records management, document analysis, or inventory control .

Experience with large-scale document digitization and metadata classification preferred.

Technical & Professional Skills :

Proficiency in Microsoft Office Suite (Excel, Word, Outlook, SharePoint) .

Strong understanding of records retention policies, document classification, and metadata tracking .

Experience with barcode tracking, records management software (ARM 2.0, VitalWeb), and scanning workflows .

Excellent organizational and problem-solving skills with a keen eye for detail .

Other Requirements :

Ability to work independently and manage high-volume inventory and data tracking .

Strong communication skills for coordinating scanning assignments and working with records teams .

Comfortable with handling sensitive and confidential information securely .

Capable of light physical work (lifting boxes, organizing records as needed) .

IST Management provides reasonable accommodations to individuals with a disability in accordance with applicable law in both the application and employment stages. If you require any accommodation in completing your application for employment, please let us know by informing our Talent Acquisition team. Contact information here : / talent-acquisition-team

Please respect individuals reaching out for accommodations by utilizing the contact information only for this purpose. You will receive correspondence directly from your local IST Management hiring team regarding your application submission and status after submission.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Salary : $50,000 - $65,000

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Records Analyst - Scanning Center

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