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Clinical Document Management Specialist I
Ref No.: 18-12917
Location: Cambridge, Massachusetts
Position Type:Clinical
Start Date / End Date: 08/21/2018 to 02/20/2019
Job Description:
Location: Cambridge, MA
Type: 6 + Month Contract
Hours: 40 hours/week
Education Requirements:
  • Bachelor's degree, Required
  • Masters in Library Science or Data Archiving, preferred
Skill Requirements:
  • Ability to manage competing and re-prioritizing tasks
  • Excellent verbal and written communication
  • Experience in conducting repetitive tasks, is a plus
  • Experience with SharePoint and Office 365 is preferred
  • Advanced experience with Microsoft Excel is preferred
  • Must be able to lift 35lb archive boxes
  • Documentation, archive or laboratory science experience, preferred
The R&D Scientific Documentation group is offering a 6 month contract with the potential for extension to a detailed oriented graduate to assist the document digitization program, move to an inventory management program, and a physical space reorganization and optimization. Efforts will focus on the digitization of Shire's records from paper to PDF (including lab notebooks, and data binders), as well as working with off-site storage and scanning vendors, inventory management data entry, data normalization, as well as research to support divestments.
Daily activities should include:
Interacting with third party scanning vendor for off-site scanning:
  • Corroborate with Archivists in the preparation for shipment to third parties vendors and manage quality checks of materials scanned
  • Tracking and reporting of materials onsite and in scanning process
  • Maintain a triage "fix” log of vendor scanning errors
  • Ensure metadata is current and accurate
  • Supporting the logistics to centralize off site material to Shire preferred vendors
  • Assist with research requests for divestments and legal discovery
  • Optimize current physical space with reorganization of the collection
  • Support the integration of records acquired via mergers and acquisitions
Job Description:
Develop the Growing Archive Collection
  • Normalize metadata for entry into the Inventory Management system
  • Find gaps in recordkeeping metadata and reconcile issues autonomously
  • Work with RDSciDocs archive staff to design file structure in the archive, execute the operational activities to maintain a structure 
Logistical Archive Activities
  • Manage off-site storage account for paper
  • Collaborate with Archivists to run scanning program
  • Logistics for the physical transfer of records to any purchasing company
  • Oversee the provenance chain custody and transfer of documents
  • Updating metadata: removing records from systems regardless of media type; updating metadata files;
  • Ensure processes adhere GLP/GCP regulations and Shire policies
  • Establish standard process documents including, SOP, BBP, WI and Policies as needed
  • Maintain metrics for the physical portfolio of records and Programs to maintain physical records
Apply on-line for immediate consideration, please send your updated resume and contact info via
Contact: Asha Krishna
Email: | 732-395-4591