Digitization Executive Internship

Digitization Executive Internship

•Position Summary
The Digitization Executive is responsible for scanning, indexing, and uploading physical
documents (A4, A3, legal, etc.) into the organization’s DMS (Document Management System).
The role requires accuracy, confidentiality, and strong communication skills in both Malayalam
and English to coordinate with various departments.

• Key Responsibilities
1. Document Handling & Preparation
• Receive, sort, and classify physical documents from client departments.
• Prepare documents for scanning by removing staples, pins, tapes, folds, etc.
•Ensure documents are complete and in proper sequence before digitization.
2. Scanning & Digital Conversion
•Operate high-speed scanners and multifunction devices efficiently.
• Digitize documents in required formats (PDF / searchable PDF).
•Handle mixed-size documents (A4, A3, legal) without quality loss.
• Re-scan unclear or incomplete pages to maintain accuracy.
3. Uploading to the DMS Software
• Upload scanned files into the correct folder structure as per the DMS guidelines.
• Apply correct metadata, tags, and naming conventions.
• Maintain version control whenever required.
• Ensure strict adherence to the predefined digital filing structure.
4. Quality Control & Validation
• Verify clarity, completeness, and legibility of scanned files.
•Cross-check digital files with corresponding physical documents.
•Report missing, damaged, or incomplete documents to the supervisor.
• Maintain high standards of data confidentiality.
5. Coordination & Reporting
• Communicate with client staff in Malayalam and English for document handover and
clarifications.
• Maintain daily productivity logs and digitization status reports.
• Escalate workflow issues or delays promptly to the team lead.
6. Equipment & Inventory Maintenance
• Ensure scanners, computers, and workstations are functioning correctly.
• Report technical issues immediately.
• Maintain basic supplies required for digitization activities.

Required Skills & Qualifications
• Mandatory Language Skills
•Proficiency in Malayalam (reading, writing, speaking).
•Proficiency in English (reading, basic writing, speaking).
• Technical Skills
• Basic computer knowledge (Windows, PDF tools, file management).
• Familiarity with scanning devices and digitization workflow.
• Experience with any DMS is an advantage (training will be provided).
• Soft Skills
• Strong attention to detail and accuracy.
• Good organizational and time-management abilities.
• Ability to follow structured processes and naming conventions.
• Education & Experience
• Minimum 10th/12th pass.
• Freshers with strong learning ability are welcome.
• Performance Expectations
• Achieve daily scanning and uploading targets.
• Maintain 98–100% accuracy in indexing and folder placement.
• Zero loss or mishandling of documents.
• Uphold strict confidentiality and data protection standards.