Mailroom Scan Associates

Onsite:  300 Albert Lankford Drive, Lynchburg, VA 24502

Central Files function

Central files process request from the business (GNW) in several work queues/email boxes. All production is time sensitive, various LOB’s have different SLA times for processing and completing. Making identifying work a huge aspect of working Central Files. Requested work can range from pulling a file from the file room to opening every imaged document to find the necessary item request that was indexed incorrectly. Central Files operates all microfiche scanners (NextScan & Mekel) as well as a basic Canon that reads reeled microfiche. All machines and their customized software programs require patience, attention to detail, and ability to follow a set step by step process with no variations to avoid problems and errors. We are also required to service and maintain these machines to a certain degree on a regular basis. Several programs are used daily for locating and processing requests. Work done in the file room is physically demanding. Daily microfiche and files are looked for and pulled. Retaining information and excellent not taking are a must. Learning to identify LOB’s, doc types, and file information, along with necessary research avenues is a long-term training situation. Organization is highly helpful and makes doing any of these tasks easier and efficient. Time management is necessary in multiple ways with processing requests.

Microfiche scanning project

The microfiche scanning project is the daily processing of microfilm. There is a monthly target that requires explanation if not reached, therefore there is a certain range daily that is required to ensure this monthly total is met. Retrieving and returning trays of fiche to be processed and is completed is necessary. At the microfiche scanner the associate’s tasks are sorting, repairing, and counting microfiche to scan. Keeping a log of microfiche scanned. Tracking machine errors and delays that effect daily numbers. Once microfiche have been scanned the scans are audited and then indexed into the system. This entire process, start to finish, is Central Files responsibility. This is tedious and needs focus, alertness and attention to detail in the entire cycle of processing. Repetition is key, and there is little to no room for alternative processing. In using the indexing tool, it is best to make as few errors as possible as the business receives a daily log that shows errors (junk items). Microfiche indexing should not have to be checked daily for errors once the training period is over, however if errors continue in excessively once training is completed an error log will be kept and addressed as needed. Again, strong time management skills are necessary to keep a smoothly running production cycle that works.

General

Detail oriented

Clear handwriting

Can multitask (must be able to work multiple queues all day)

Accurate typing and keying. We index ALL microfiche as well as make corrections to errored indexing on files/requests in researching.

Physical demands

Be able to lift, move and shift 30-50lb boxes. Shelving structures are three shelves tall. Top shelf boxes are the most demanding as you are on rolling stairs (lock to be secure when climbing) and many top shelves are stacked three boxes high and two deep. Bottom shelf boxes are three high and two deep, bending and squatting are frequently needed.

Pulling microfiche entails pulling full trays of fiche from high shelves as well as bending/kneeling to pull trays/fiche from the bottom shelves.

Can read faint/faded and fine print in poor lighting (While we are waiting on facilities to fix the light situation in the open file room the microfiche room just has poor lighting even at full light. Also, microfiche and files as well as box labels are all levels of aged and even in the best light it can be a struggle.)

Can move, navigate, and climb rolling stairs around the file room, the flooring is carpeted so it creates a challenge at times.

Sitting & staring at the computer screen in long time frames.