IDYDC - Iringa Development of Youth Disabled & Children Care

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Scanning and Electronic Archiving

(Focus: Digitization, quality control, and database management)

Document Digitization: Operate high-speed scanners to convert physical files (financial, HR, and program documents) into high-resolution, searchable PDF formats.

Quality Assurance: Inspect scanned images for clarity, completeness, and proper orientation, re-scanning or editing files as necessary to ensure legibility.

Metadata Tagging: Assign accurate metadata (titles, dates, document types, and project codes) to each electronic file to enable efficient keyword searching within the database.

Digital Naming Convention: Enforce a strict file-naming protocol across all archived documents to maintain uniformity and prevent duplication.

Storage Management: Upload and organize finalized electronic files into the cloud-based or server-based Document Management System (DMS) and ensure proper folder hierarchy.

Data Backup: Create regular backup copies of archived data onto external drives or secure servers to safeguard against data loss.

• Operate high-speed scanners to convert physical files (financial, HR, and program documents) into high-resolution, searchable PDF formats.
• Inspect scanned images for clarity, completeness, and proper orientation, re-scanning or editing files as necessary to ensure legibility.
• Assign accurate metadata (titles, dates, document types, and project codes) to each electronic file to enable efficient keyword searching within the database.
• Enforce a strict file-naming protocol across all archived documents to maintain uniformity and prevent duplication.
• Upload and organize finalized electronic files into the cloud-based or server-based Document Management System (DMS) and ensure proper folder hierarchy.
• Create regular backup copies of archived data onto external drives or secure servers to safeguard against data loss.

• Scanning
• Electronic Archiving
• Digitization
• Quality Control
• Database Management
• Metadata Tagging
• File Naming Conventions
• Document Management Systems (DMS)
• Data Backup

• Experience operating high-speed scanners.
• Proficiency in quality assurance of scanned documents.
• Ability to assign accurate metadata.
• Understanding of digital naming conventions.
• Familiarity with cloud-based or server-based Document Management Systems (DMS).
• Knowledge of data backup procedures.