Document Controller Job Description

Document Controller Job Description, Skills, and Salary

Get to know about the duties, responsibilities, qualifications, and skills requirements of a document controller. Feel free to use our document controller job description template to produce your own. We also provide you with information about the salary you can earn as a document controller.

 

Who is a Document Controller?

A document controller is responsible for the management and organization of a company’s numerous documents and files, which may include both physical paper documents and electronic digital document files. Typically, the controller is responsible for controlling the flow of information within a business via documents, ensuring that the appropriate documents are available or distributed to those who want them. Additionally, he or she is often responsible for supervising incoming papers, arranging them as needed, and maintaining records and logs for document tracking. A document controller is often required to communicate with management and other team leaders and members to ensure the proper and effective flow of information.

 

A document controller’s principal responsibilities within a corporation are often the handling and arrangement of company papers. These can be any form of a document, including company records and financial logs, internal communications between company employees or officers, and illustrations for design, architectural, and advertising purposes. While a document controller is typically responsible for physical papers, this profession is increasingly associated with the management of digital documents and computer data. This means that a controller will frequently utilize computer software to aid in the management and dissemination of papers inside a business.

A document controller’s job often begins when new documents or updated versions of existing documents are added to a company’s records. The controller is responsible for seamlessly integrating these new documents into existing records or for updating older records with new information and documents. Different controllers may use a variety of different methods to accomplish these functions, and much of the organization may be imposed by company policy and individual business requirements. A document controller is often responsible for ensuring that the necessary papers are accessible to those who require them and frequently must respond to individual requests for specific files or information by disseminating documents to the appropriate team members.

Since a document controller is responsible for the flow of information throughout an organization, he or she must normally be able to interact successfully with other employees and officers. This needs the controller to grasp what is expected of him or her daily and to be able to respond to information demands. However, because other employees in a corporation may not understand how papers are organized, a document controller may be required to “translate” what is being asked. He or she may also be responsible for training other employees and management on how papers are saved and classified, which enables them to access information more simply.

Document controller positions entail examining written content for a business to ensure that it complies with a specific set of criteria. In industries regulated by the government, such as healthcare or education, these individuals may be responsible for ensuring that regulatory agencies-mandated uniform protocols for document review, change management, and storage are followed. Document control can also be integrated into the roles of other professionals, such as technical writers or quality assurance experts. Additionally, there are several software packages designed to assist businesses in managing document life cycles, and document controller jobs may require interaction with these programs. Additionally, these specialists may collaborate with other suppliers, such as printers, translators, and proofreaders, to ensure that corporate standards are adhered to throughout the document creation process.

 

Regulatory compliance is one corporate sector where document controller jobs are frequently available. Their responsibilities may include updating and reviewing procedural paperwork to ensure it matches current company procedures, as well as notifying relevant regulatory organizations of any changes. Additionally, document controllers may be responsible for determining legal requirements for change paperwork and ensuring that any business changes are communicated and implemented effectively. Document controller positions in regulatory affairs are typically not entry-level positions, as they require expertise with the company or with the government bodies that regulate the industry.

Other document controller jobs may be accessible to entry-level candidates and typically involve more routine administrative tasks, such as updating document databases and filing systems, as well as giving identifying numbers to books. Additionally, they may be responsible for facilitating the evaluation and auditing of documentation by both internal and external entities. These responsibilities may be integrated with other administrative tasks such as data entry and file maintenance.

The great majority of businesses rely on document control software to organize, manage, and save their documentation. Certain document controller positions require the use of this software to maintain and update electronic information systems. Individuals working in this field may also collect pertinent documentation for preservation and assist in ensuring that public papers adhere to business branding and legal standards. Additionally, they may ensure that documentation records are current and adhere to applicable document control policies and procedures. Other employees may seek help from these professionals when looking for corporate literature. Additionally, they may assist with the production of written pieces such as bids, proposals, and grant applications by ensuring that they adhere to all necessary criteria.

 

Document Controller Job Description

Below are the document controller job description examples you can use to develop your resume or write a document controller job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.

The duties and responsibilities of a document controller include the following:

  • Establishing, copying, scanning, and storing documents
  • Establishing templates
  • Managing documentation requests
  • Maintaining physical and digital records of documents and ensuring that they are stored appropriately.
  • Examining and maintaining the accuracy of records, editing as necessary to keep them current.
  • Managing the organization’s documentation processes.
  • Maintaining confidentiality when dealing with confidential documents.
  • Managing document intake, scanning, verification, and storage.
  • Organizing and archiving pertinent documents.
  • Creating a document, file type, and document database templates.
  • Verify and modification of documents to ensure their accuracy and compliance.
  • Controlling the inflow and outflow of documents inside the department.
  • Notifying you of document storage faults or developments.
  • Assuring the destruction and disposal of sensitive records securely.
  • Keeping document management systems and physical records up to date and in good condition.
  • Keeping confidential documents secure.
  • Assisting staff in logging into our document management system and gaining access to papers.
  • Scanning and uploading documents following corporate policy
  • Collecting and registering all technical papers in the company’s system, such as drawings and blueprints.
  • Conducting a review and update of documentation for maintenance and quality control.
  • Maintaining communication with other personnel regarding new document versions and how to acquire access.
  • Maintaining records for many departments
  • Creating templates for other staff to utilize
  • Maintaining confidentiality when dealing with confidential documents.
  • Establishing and adhering to record retention schedules.
  • Organizing and archiving vital records
  • Collecting materials for the benefit of other staff members and clients

 

Qualifications

  • A bachelor’s degree in business administration, library and records management, or public administration.
  • 2 years of experience managing documents, archives, or records.
  • Technical proficiency with document management solutions such as Sharepoint, OnlyOffice, DocuWare Cloud, and Rubex.
  • Expertise with document capture solutions such as CAPSYS Capture and Xerox DocuShare.
  • A strong command of Microsoft Office products.
  • Exceptional typing and report writing abilities.
  • Capabilities for document organization with a strong emphasis on detail.
  • Familiarity with applicable regulations governing the storage and handling of documents.
  • Capable of managing database updates proactively through the use of software management systems.
  • A time-sensitive approach to query and task management.

 

Essential Skills

Any construction project’s success is contingent upon the document controller’s performance. It acts as a focal point for all procedure stakeholders, focusing on all current growth data. Due to the critical nature of the job, you may develop the following abilities to perform it effectively:

  • Organizing skills

All members of the project team make use of the document controller’s services when it comes to data access and document storage. As a result, a document controller must stay current on the investment plan, including the roles and responsibilities of individual teams and the activities of relevant stakeholders. To successfully establish the work process for project-related files, the document controller should have a firm grasp of the investment integration process at each stage.

  • Familiarity with document control systems

The document control system manages all documentation by organizing, recording, approving, and disseminating it. By preventing classified content from being exposed to unauthorized individuals, document control systems can play a crucial role in authentication and authorization. Additionally, they may enable authorized personnel to search for, locate, and retrieve stored and current files quickly. ASITE, BIW, and 4projects are just a few of the document control solutions for which you may require technical expertise.

  • Analytical skills

Although everything may appear to be going swimmingly when utilizing electronic documentation maintenance help tools, this is not always the case. At times, documentation concerns might be quite thorough and hard. A diligent document controller may persist in fixing these challenges and resolving the situation. Because this work requires addressing the issue and, if possible, identifying and eliminating the root of the problem, as well as optimizing the technique, analytical talents are required.

  • Typing skills

A document controller’s typing abilities may be improved to do their job more swiftly. They can operate more efficiently at the computer if they can type. This ability may help them to communicate with coworkers and consumers, as well as write documents and conduct research.

  • Communication skills

Every organization or individual is reliant on information exchange, which is why having strong communication skills is very advantageous. To effectively present and comprehend information, a document controller should hone and exhibit good oral and written communication skills. Additionally, effective communication abilities assist document controllers to comprehend data from their clients.

  • Negotiation

The document controller may combine the skills of a professional negotiator, diplomat, and law enforcement officer. The document controller, regardless of their official role in the project, may be recognized by the rest of the team, which may make it much easier to complete required tasks on time. Maintaining a sense of wonder in all aspects of the endeavor while remaining diplomatic is a challenging balance to strike. In the case of the document controller, this combination of competencies may be the key to a productive collaboration with all stakeholders.

 

How to Become a Document Controller?

  1. Conduct a training session on document control.

Consider enrolling in a document control educational program such as the Certified Document Controller Educational Program. You can obtain this certification in one of two ways:

For the inexperienced or novice document controller:

The Consepsys program can help you establish a firm foundation in the industry, explain roles and responsibilities, and provide various workshops and lessons. Through training, you may acquire abilities that you can use in your regular employment. It may provide you with the tools and theoretical understanding essential to tackle any new DC difficulty.

If you are a seasoned document control professional:

Consepsys training may assist you in solidifying your understanding of fundamental document control concepts. It may enable you to compare your performance to industry standards and the methods of other organizations. Additionally, it enables you to formalize and enhance your existing skills. The next action would be to become certified to standardize your skills and expertise.

  1. Acquire accreditation in document control

You may take the official certification test to evaluate and confirm your knowledge through intellectual and practical questions to become accredited. The Consepsys training course utilizes a novel method for analyzing an individual’s comprehension and ability. This certificate is recognized by corporations worldwide.

  1. Continue to progress professionally

After a few months or years of training, you may choose to expand your expertise and understanding to enhance your career in document control. Attending an intense course, such as the Consepsys DCC Certified Document Controller Training Course, can assist you in developing advanced abilities. You may learn how to conduct specialized jobs in this program, such as designing document control techniques, advising suppliers on document control strategies, authorizing reports on document conditions, and raising awareness within the organization. This can be an excellent method of advancing your career.

 

Where to Work as a Document Controller

In enterprises that rely on documentation, particularly electronic documentation, document controllers are critical. They are responsible for ensuring that records are properly organized and maintained. Document controllers may work in the following fields:

  • Medical field
  • Engineering field
  • Educational institutions
  • Construction companies
  • Government facilities
  • Law
  • Financial and insurance services

Document controllers normally work in an office setting but may occasionally go to clients’ locations to distribute documents. Additionally, some work remotely. They normally work a standard workweek, however, some may be required to work additional hours.

 

Document Controller Salary Scale

In the United States, the average annual salary for a Document Controller is $79,491.

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