What are the responsibilities and job description for the Document Management Specialist position at Abacus Service Corporation?
Position : Document Management Specialist
Location : Austin, TX
Client : State of TX
Position id : 26-04991
Records Management System (RMS)
The Information Technology Services Department (ITS) of the Texas General Land Office (GLO) seeks to identify market-available software solutions for records management systems (RMS) that would assist the agency in streamlining the management and safe keeping of archived physical records.
The GLO requires a reliable and effective records management system to manage nearly 849,000 physical records, streamline high-volume daily file operations, reduce manual administrative effort, and maintain accurate tracking and control throughout the records lifecycle. The agency currently faces several operational challenges in this area:
- Data integrity and physical chain of custody with data inconsistencies affecting date, location, and file-tracking accuracy;
- Frequent malfunctions and reliability issues with older bar code scanners;
- Software incompatibility with newer bar code scanner
- Frequent system instability disrupts daily operations;
- No batch cancellation and no bulk creation/import of file records;
- No automatic home-location setting for new records; and
- Label printing errors and limitations.
Must-have criteria for the solution:
- Label Printing: The solution should print reliable, high-volume batch labels that minimize failed/misaligned prints and wasted label stock and allow staff to efficiently produce labels for daily operations.
- File availability validation: The solution should identify the current custody/status of a file and prevent or appropriately manage requests for files that are already checked out.
- Bulk request management: Authorized users should be able to select and cancel multiple file requests in a single operation.
- Batch record creation: Authorized users should be able to create large numbers of file records through a supported bulk-import mechanism without manually entering individual records
- Barcode operations: Barcode Scanners should work consistently and effectively
The GLO currently utilizes software and hardware through Tab FusionRMS. Any proposed solution would need the ability to import pre-existing records from the current solution.
Salary : $68 - $77