Records Analyst - Scanning Center

IST Management Services is sourcing for a direct hire fulltimeRecords 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 privatelyowned facilities management company. Founded in 1997 the company is a twotime 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: Fulltime

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

Salary Range: $50000 $65000 per year (based on experience and qualifications)

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

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 nonrecords.

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 etc..
• Separate outofscope records and determine appropriate handling processes.
• Work closely with Hiltons 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 (e.g. 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 Hiltons 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 & Requirements:

Education & Experience:

• Required: Associates or Bachelors 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 largescale 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 problemsolving skills with a keen eye for detail.

Other Requirements:

• Ability to work independently and manage highvolume 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 at

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.

IST is an Equal Opportunity Employer (EOE). We are committed to providing equal employment opportunities to all qualified applicants regardless of disability or veteran status.