Documentation Specialist

About TSC

Tailored Solutions Corporation (TSC) is a software-development firm that has been building criminal-justice information systems (CJIS) for law enforcement, state CJIS administrators, and state agencies for over three decades. Our flagship platform, Flex-Check (flex-check.com), is purpose-built for CJIS stakeholders and handles criminal-history queries, fingerprint-based background checks, firearm-application adjudication, RAP Back monitoring, dispositions, and expungements for agencies across the United States.

The Davidson County engagement is part of TSC's work with the Tennessee Bureau of Investigation (TBI) on the state's criminal-history record-keeping. TSC's Digital Archive System (DAS) digitizes paper court records so historical case data can be searched, validated, and submitted into the state criminal-history repository. The Davidson County project is the first deployment of DAS at scale — approximately 300,000 historical court forms across roughly 3,600 archive boxes, captured on-site at the Davidson County Archive.

We are hiring a team of six (6) Document Capture Technicians to execute the on-site capture work.

About the Role

Document Capture Technicians work in two-person production teams plus a third floating member, capturing paper court records into digital form on TSC-supplied scanning equipment. The role combines physical archive work (retrieving and refiling boxes from vertical shelving), detail-oriented paper handling (folder extraction, order discipline, refoldering), and basic operation of scanning hardware and software.

The work is repetitive, sequential, and quota-driven: each team is expected to scan approximately 1,800 forms per day. The pace is sustained, not frantic.

This is not a sedentary desk role. Field technicians must be able to climb a movable archive ladder/stairs to a 10-shelf-high vertical shelving system, lift archive boxes, and carry them to and from the workspace. Capture Technicians must be physically capable of full shelf-to-workspace box transport as well as standing for the majority of their shift.

Key Responsibilities

Box transport (shelf ↔ workspace)

• Pull archive boxes from vertical shelving (up to 10 shelves high) using the on-site movable archive stairs
• Carry boxes to the team workspace and stage them in box-order
• Return completed boxes to their original shelf location with correct ordering preserved
• Coordinate with Davidson County archive staff when they are available; operate independently when they are not

Document preparation (extraction and refolder)

• Extract forms from folders in box order, maintaining strict front-to-back sequence
• Build "unscanned stacks" of uniformly oriented forms for the scanner operator
• After scanning, re-folder forms into empty folders (one form per folder, any-to-any matching) and re-stock folders into their box
• Keep stack heights balanced so the scanner operator is never starved or backed up

Scanner operation

• Operate a commercial-off-the-shelf sheet-fed scanner on a project laptop or iPad (all hardware and software provided by TSC).
• Feed forms one at a time, face-down and top-first, into the scanner at a steady cadence
• Monitor scan quality in real time; flag misfeeds, double-feeds, skewed scans, and blank pages
• Perform routine cleaning of the scanner glass and rollers; flag roller-kit replacement when ScanSnap Home reports the threshold

Cross-team flex labor

• The team's daily quota is the unit of success — strict role enforcement is not. All technicians cross-train on extraction, scanning, and refoldering, and pitch in where the workflow needs it (waiting on stacks, end-of-day cleanup, recovery from variance).

Daily metrics and quality

• Record forms-per-day, box-per-day, and exception counts on the daily KPI sheet
• Surface any pace, equipment, or coordination issues to the Capture Project Lead the same day — do not let variance compound silently

Records care

• Handle aged paper (some forms date to 1985) with care; report any forms that are torn, water-damaged, or otherwise compromised
• Maintain order discipline so the digital archive's per-folder sequence matches the original box order

Required Qualifications

• High school diploma or equivalent
• Authorized to work in the United States
• Eligible to pass a criminal background check (this role handles sensitive court records; background check is a condition of employment)
• Reliable transportation to the Davidson County Archive in Nashville for the duration of the engagement
• Able to commit to the full ~17-week engagement, Monday–Friday
• Detail-oriented with strong working memory for sequence and order
• Comfortable using a laptop or iPad for routine software operation (no programming required)
• Able to follow written and verbal procedures precisely and consistently
• Able to work cooperatively in a small team

Preferred Qualifications

• Prior experience in records management, archives, library science, or document scanning
• Experience operating production scanners, copiers, or other high-volume document equipment
• Prior data-entry or quality-control work in a regulated or high-accuracy environment
• Familiarity with Tennessee court records, public records workflows, or government-archive operations

Physical Requirements

This role has substantive physical demands. Candidates must be able to:

• Climb a movable archive stairs/ladder to access shelving up to 10 shelves high, repeatedly throughout the workday
• Lift, carry, and place archive boxes up to 40 lb between shelf and workspace, multiple times per day
• Stand and walk for extended periods — six or more hours per day
• Bend, reach, twist, and squat repeatedly during box and folder handling
• Perform fine-motor work with paper for sustained periods — folder extraction, single-sheet feeding, refoldering
• Maintain visual acuity sufficient to read form headings, file labels, and scanner-software status on a 13" display
• Tolerate the archive environment — climate-controlled indoor space, some dust from aged paper

Reasonable accommodations will be considered in accordance with the ADA. Please note that the box-transport duty (stairs lifting) is a core function of this role and cannot be fully accommodated away; we will discuss specific accommodations on a case-by-case basis.

Work Environment

• On-site at the Davidson County Archive in Nashville. Remote work is not possible for this role.
• Workspace: TSC-supplied folding tables, scanning equipment, and a private wireless network. No reliance on Davidson County IT, but professional and courteous coordination with Davidson County archive staff is expected at all times.
• Personal protective equipment (gloves, dust mask) is available for technicians who prefer it when handling older paper.

Equal Employment Opportunity

Tailored Solutions Corporation is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by federal, state, or local law. TSC complies with the Americans with Disabilities Act (ADA) and will provide reasonable accommodations to qualified applicants and employees where requested and feasible.