How to hire a document scanner

How to hire a document scanner, step by step

Here's a step-by-step document scanner hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a document scanner job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new document scanner
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the document scanner you need to hire. Certain document scanner roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect document scanner also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list shows salaries for various types of document scanners.

   Type of Document Scanner	Description	Hourly rate
   Document Scanner	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$11-15
   Records Clerk	A records clerk is responsible for performing clerical and administrative duties, filing important documents, and keeping the company's files safe. Records clerks sort papers accurately and provide the files only to authorized personnel... Show more	$11-18
   File Clerk	File clerks are employees who do a variety of clerical and administrative tasks, usually related to documents in the office. They are responsible for the safekeeping of various files, records, or documents of the company... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Computer Database
   • Computer System
   • Image Quality
   • Electronic Images
   • Clips
   • QC
   • PDF
   • OCR
   • Windows
   • Electronic Format
   • Fax Machines
   • Office Equipment
   • Management System

   Check all skills

   Responsibilities:

   • Manage files, medical records and major customers requiring IPRO services.
   • Convert scanned images into either TIF or PDF format.
   • Scan all documents in chronological order, name and save in PDF.
   • Reassemble and organize document at the end of scan QC to compete job.
   • Provide QC of files, documents and clarity of all projects and complete documents on time.
   • Scan return items for Walmart and Sam's club, assign items to a palate until the palate is full.

   More document scanner duties

3. Make a budget

   Including a salary range in your document scanner job description helps attract top candidates to the position. A document scanner salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a document scanner in Indiana may be lower than in Washington, and an entry-level document scanner usually earns less than a senior-level document scanner. Additionally, a document scanner with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average document scanner salary

   $13.46hourly

   $28,006 yearly

   ---

   Entry-level document scanner salary

   $24,000 yearly salary

   Updated December 16, 2025

   Average document scanner salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Washington	$34,368	$17
   2	California	$33,369	$16
   3	Massachusetts	$31,796	$15
   4	New York	$31,704	$15
   5	Virginia	$31,450	$15
   6	Minnesota	$31,204	$15
   7	Ohio	$31,156	$15
   8	Colorado	$30,753	$15
   9	Oregon	$30,301	$15
   10	Michigan	$30,062	$14
   11	Kentucky	$29,678	$14
   12	Maryland	$27,833	$13
   13	New Jersey	$27,437	$13
   14	Georgia	$27,301	$13
   15	Pennsylvania	$26,907	$13
   16	New Mexico	$26,466	$13
   17	Tennessee	$26,204	$13
   18	Texas	$26,013	$13
   19	Florida	$25,479	$12
   20	Delaware	$25,415	$12

   Average document scanner salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	PSEA	$30,529	$14.68
   2	EXL	$30,503	$14.66	1
   3	Ciox Health	$30,472	$14.65
   4	MPI Home Care	$29,652	$14.26
   5	Kelly Services	$29,147	$14.01	12
   6	Suncoast Post-Tension	$28,616	$13.76
   7	Staffmark	$28,605	$13.75
   8	Adecco	$28,531	$13.72	7
   9	indiGO Auto Group	$28,530	$13.72
   10	ManpowerGroup	$28,439	$13.67	2
   11	Iron Mountain	$28,282	$13.60	16
   12	Randstad North America, Inc.	$28,104	$13.51
   13	Rpc	$28,044	$13.48
   14	Exela Technologies	$28,005	$13.46
   15	Robert Half	$27,698	$13.32	7
   16	Mitchell Auto Group	$27,391	$13.17
   17	Conduent	$26,653	$12.81	6
   18	Trc Staffing Services	$26,114	$12.55
   19	MetaSource	$26,014	$12.51	4

4. Writing a document scanner job description

   A job description for a document scanner role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a document scanner job description:

   Document scanner job description example

   indi GO Auto Group's Audi Marin dealership is seeking a part-time Document Scanner to join our team! This is a great opportunity to work for an exciting company in a fast-paced environment.
   
   Part-Time Document Scanner Benefits:
   Opportunity to work in a cohesive and supportive team environment Brand new, state-of-the-art facilities and equipment Opportunity for advancement in a growing company 401(k) plus match Paid sick days
   
   Responsibilities include, but are not limited to:
   Scan existing files and documents from all departments within the dealership, including service RO's, accounts payables, parts tickets, car deals, etc. using a document scanner Review and compare files/documents scanned in confirm completeness and accuracy Filing documents Preparing files for storage and requesting files from storage Other duties as assigned
   
   Job Requirements:
   Positive attitude Extremely organized with a dedicated attention to detail Clear focus on delivering work of the highest quality Willing to submit to a drug test and criminal background check Maintain professional appearance and demeanor at all times Microsoft Office proficiency
   
   This job description in no way implies that the duties listed here are the only ones the employee may be required to perform. The employee is expected to perform other tasks, duties, and training as dictated by their supervisors.
   
   indi GO Auto Group is an equal opportunity employer, free from discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including but not limited to recruiting, hiring, advancement, termination, layoff, transfer, leaves of absence, compensation and training.

   Copy this example

   

5. Post your job

   To find document scanners for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any document scanners they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level document scanners with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your document scanner job on Zippia to find and recruit document scanner candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting document scanners requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new document scanner

   Once you've decided on a perfect document scanner candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new document scanner. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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