Position Title:	Casual Records Officer
(BA/DA Scanning Project)

Establishment No:	Temporary Position

Level:		3

Directorate:		Corporate Services

Unit:	Corporate Support

Responsible To:	Scanning Project Leader

1.	POSITION OBJECTIVE(S):

1.1	Objective(s) of Position:

To efficiently and accurately scan paper documents and plans and register them into the City’s Record Keeping System.

1.2	Within Unit

To digitise historical paper documents and plans, as a member of the BA/DA Scanning Project team.

1.3	Within Organisation

To improve access to Building & Development Application records stored offsite, and ensure the protection and long term preservation of damaged and deteriorating records of permanent value to the City.

2.	KEY DUTIES/RESPONSIBILITIES

2.1	Outcome:	Role A – File Registration

•	Accurately register historical Building & Development Application files into the City’s Record Keeping System
•	Ensure files are created in accordance with established procedures and protocols

2.2	Outcome:	Role B – Scanning

•	Prepare paper documents and plans for scanning in accordance with established procedures
•	Handle all original paper records with extreme care
•	Scan documents and plans using high speed and large format scanners in accordance with established procedures
•	Handle scanning equipment with care and clean on a daily basis

2.3	Outcome:	Role C – Quality Checking

•	Carefully quality check all scanned images to ensure a clear and accurate representation of the original paper record
•	Identify scanning errors and poor quality images according to established standards and return for rescanning
•	Refile original paper documents upon completion of quality checks

2.4	Outcome:	Role D – Document Registration

•	Accurately register scanned images into the City’s Record Keeping System
•	Ensure documents and plans are registered in accordance with established procedures and protocols

3.	ORGANISATIONAL RELATIONSHIPS:

3.1	Responsible to:

Scanning Project Leader

3.2	Supervision of:

This position is not responsible for the supervision of staff

3.3	Internal and External Liaison:

Internal

All other BA/DA Scanning Project team members

External

This position is not required to liaise with external parties

4.	EXTENT OF AUTHORITY

This position:

•	Works under direct supervision.
•	Work outcomes are clearly defined by established procedures and work routines, with instruction and assistance available.
•	Freedom to act is limited by these routines and procedures.
•	Actions and decisions are limited to the BA/DA Scanning Project.

This position does not exert influence.

All positions require some degree of problem solving, creativity and judgement in order to fulfil the objectives and requirements of the position.

•	Guidance found in procedures, standards and guidelines.
•	Advice from Scanning Project Leader when problems occur.
•	Required to exercise discretionary judgement on matters relating to optimum scanning settings and the indexing of documents.

This position may make recommendations on:

•	Changes to procedures relating to the scanning and registration of building and development applications.

This position may approve and officially sign the following documents for/on behalf of Council (internally or externally)

•	Document conversion certificates for imaged records.

5.	SELECTION CRITERIA

	Essential:

•	Understanding of Public Record Keeping practice.
•	Sound written and verbal communication skills.
•	Sound time management skills.
•	Ability to work independently and within a team.
•	Attention to detail.

	Desirable:

•	Sound Records, Document Management and Imaging Application skills.
•	Possession of or progression towards a certificate or diploma in Records Management or equivalent.
•	Experience in Public Record Keeping environment.

Authorised by
		
Acknowledged by

Records Services Team Leader		Staff Member:	____________________	
Date: 17 February 2006		Commencement Date:	_____________	
Manager Corporate Support		Signed:	_________________________	
Date: 20 February 2006		Date:	___________________________