Job Description

Job Title: Document Management Assistant
Location: Toronto, Ontario
Timings: 9 AM - 5 PM EST
Contract length: 3 months
Job Purpose:
To support the Employee Records Digitalization project by scanning physical HR records, renaming digital files according to the agreed naming convention, and securely destroying physical documents in compliance with client Records Management standards
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 (e.g., 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.

Qualifications & Skills:

• Familiarity with Workday
• Demonstrated ability to work independently with minimal supervision
• Prior experience in document scanning, imaging, or records management preferred.
• Strong attention to detail and accuracy.
• Ability to follow strict naming conventions and compliance protocols.
• Familiarity with secure document destruction processes.
• Basic technical skills for operating scanning equipment and file management.
• Ability to lift and handle physical boxes of documents.

Skills Required