Junior Digitization Analyst

Guidehouse•Tysons, VA

1d•Hybrid

About The Position

Support large-scale digitization efforts by coordinating batch schedules, shipments, and inventories with scanning vendors and site contacts. Prepare files, verify scanning specifications, and organize outputs for downstream processing. Perform quality control checks on scanned images and OCR outputs, log defects, and escalate issues for correction. Capture and validate required metadata according to federal client schemas, ensuring accuracy and consistent formats. Maintain chain-of-custody procedures to track physical files through scanning and return. Coordinate daily with scanning vendors and internal teams to manage deliverables, perform acceptance checks, and communicate deficiencies. Assist with Intelligent Document Processing (IDP)/OCR processing to ensure accurate text extraction and association with files and metadata. Support platform integration by preparing and ingesting digitized records and metadata into federal client platforms. Track progress and quality metrics, draft status reports, and maintain task-level SOP notes and issue logs.

Requirements

Bachelor’s degree preferred or additional four(4) years of work experience will be needed.
Minimum Two(2) years experience in records management, document digitization, archives/library science, or related work; large-volume scanning experience preferred.
Familiarity with federal records requirements (e.g., NARA 36 CFR 1236) or the ability to learn quickly.
Proficiency with scanning hardware/software and familiarity with OCR tools or document management systems, including adjusting settings and basic troubleshooting.
Experience performing QC on digitized documents and validating OCR quality.
Strong attention to detail; comfort with Excel/spreadsheets for tracking.
Strong, accurate data entry and validation skills; ability to extract key information from documents and apply defined formats consistently.
Familiarity with metadata schemas/indexing is a plus; basic comfort working with tables (filter/sort/spot-check inconsistencies).
Demonstrated accuracy when handling high-volume sensitive records, including following security/privacy procedures (PII protection) and chain-of-custody.
Awareness of, or willingness to learn, federal compliance needs (retention, audit documentation, information security).
Clear written/verbal communication to coordinate with vendors, senior analysts, IT teams, and federal client stakeholders.
Ability to follow senior guidance, ask questions when needed, and provide timely status updates and documentation.
Must be able to OBTAIN and MAINTAIN a Federal or DoD "PUBLIC TRUST"; candidates must obtain approved adjudication of their PUBLIC TRUST prior to onboarding with Guidehouse.

Nice To Haves

Prior work on federal records digitization or large-scale document management initiatives.
Familiarity with sensitive case records, compliance audits, or litigation holds is a plus.
Exposure to Intelligent Document Processing (IDP) platforms or enterprise content management systems.
Experience with or knowledge of tools such as Palantir Foundry, Databricks, or other data integration/analytics platforms.
Experience using modern OCR software (e.g., ABBYY FineReader, Adobe Acrobat OCR) or scanning solutions that integrate with metadata extraction.
Formal training or certification in records management, digital archives, or information governance (for example, AIIM Certified Information Professional (CIP), Certified Records Manager (CRM), or completion of NARA records management training modules).
Ability to read and understand Spanish (or other relevant languages).
Familiarity with cultural naming conventions or document formats in other languages.
Interest or skills in data analysis or process improvement.
Basic proficiency in writing scripts or using data analysis tools to automate parts of the QC or metadata validation process, or to generate progress metrics.
Mindset of seeking efficiencies – such as suggesting improvements to checklists or flagging recurrent issues and proposing solutions.
Candidates with an ACTIVE PUBLIC TRUST or SUITABILITY are preferred.
Candidates from DC Metro area are preferred as they may need to go to client site when needed.

Responsibilities

Support end-to-end scanning and conversion of 400 million pages, coordinating batch schedules, shipments, and inventories with the scanning vendor and site contacts.
Prepare files, verify scanning specs (e.g., resolution, color, formats), and organize outputs for downstream processing.
Review scanned images and Optical Character Recognition (OCR) outputs for completeness and usability (e.g., missing pages, blur/skew, duplicates, OCR failures) using the project QC plan (including sample reviews per batch).
Log defects, escalate issues, and coordinate re-scan/corrections; maintain quality logs and exception reports.
Capture and validate required metadata per the federal client schema (e.g., identifiers, dates, participant details, file descriptors), ensuring accuracy and consistent formats.
Use authoritative identifiers where applicable; flag unknown values as exceptions and coordinate remediation rather than guessing.
Follow chain-of-custody procedures to track physical files through scanning and return.
Maintain inventories, manifests, and transfer forms; immediately report mismatches or missing items to protect accountability and compliance.
Coordinate day-to-day with the scanning vendor and internal team to receive and organize batch deliverables (images, metadata exports, QC/exception reports).
Perform initial acceptance checks (formats, completeness), communicate deficiencies for correction, and support prioritization (e.g., expedited records) under senior direction.
Monitor Intelligent Document Processing (IDP)/OCR processing to ensure text is extracted and correctly associated with each file and its metadata, including multilingual content.
Spot-check accuracy (including handwriting where applicable) and flag low-confidence outputs or processing issues for follow-up.
Help prepare and ingest digitized records and metadata into the federal client platform(s) by supporting secure pipelines, uploads, and batch verification.
Validate schema/acceptance criteria and assist troubleshooting (e.g., formatting or ingestion errors) with technical leads.
Track progress and quality metrics (e.g., batches processed, QC pass rates, metadata completion/exceptions) and draft inputs to routine status reports for the federal client and project leadership.
Maintain task-level SOP notes and issue logs to support transparency, training, and audits.

Benefits

Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Parental Leave
401(k) Retirement Plan
Group Term Life and Travel Assistance
Voluntary Life and AD&D Insurance
Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
Transit and Parking Commuter Benefits
Short-Term & Long-Term Disability
Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Care.com annual membership
Employee Assistance Program
Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)