Job Description for Document Imaging

Document imaging specialists scan and image documents in line with a customer’s or an employer’s specifications. Depending on where you work, you may have daily tasks such as scanning billing records or patient files, or you may focus specifically on fulfilling requests as they come in. You’ll also likely maintain and train others on using imaging, copying and scanning equipment.

Primary Responsibilities

    As a document imaging specialist, you’ll copy, scan and archive a range of documents and electronic files. For example, document imaging specialists in some industries work with and file voice recordings. You may need to prep the documents for imaging, such as by removing staples and collating pages. If you work in a health care environment you may need to black out information that identifies a specific patient, such as her full name or Social Security Number. Your job will also include verifying that the documents are legible.

Secondary Responsibilities

    Your employer may ask you to perform some administrative tasks, like opening and sorting mail. You may also need to prepare documents for distribution, such as when copying documents for a customer or client. Some employers may also ask you to provide general clerical support and occasionally audit copy jobs that have been completed.

Education and Experience

    Most employers require their document imaging specialists have at least a high school diploma or GED. How much experience you need will vary by employer. The technology firm Science Applications International Corporation, for example, prefers their document imaging specialists have at least three years experience preparing documents. Other employers, such as those working in the insurance or mortgage industry, may consider applicants who have at least one year experience working in an office environment, regardless of direct experience scanning or imaging documents.


    Document imaging specialists should know how to use basic copy and scanning equipment and common word-processing and spreadsheet programs, like Microsoft Word and Excel. An employer may also require you to have strong typing and 10-key skills. Some companies may require you to learn specific imaging-software programs, such as TWAIN, Scanner Access Now Easy, or SANE, and Image and Scanner Interface Specification (ISIS). Depending on your employer, you may need some industry-specific knowledge. For example, a mortgage company may require you to have a background in the field of lending. Some employers also require their document imaging specialists clean equipment and also know how to troubleshoot and repair broken or faulty equipment. Being able to work independently as well as with a team will help you succeed, as will being detail-oriented, organized and an effective communicator.

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