Document Controller Job Description Template
We are searching for a document controller to handle the intake, management, and storage of our company’s documents. In this role, you will be required to review, process, and file documentation as well as manage the smooth running of all our documentation operations.
To ensure success as a document controller you should be up to date with document management processes and have a detail-oriented mindset. A top-notch document controller will have an extensive understanding of document management software and be able to handle document access intaking and archiving responsibilities.
Document Controller Responsibilities:
- Handling intake, scanning, verification, and storing documents.
- Filing and archiving relevant documentation.
- Retrieving files for other employees and customers when needed.
- Designing templates for documents, file types, and document databases.
- Checking and editing documents for accuracy and compliance.
- Controlling the flow of documents in and out of the department.
- Reporting errors or developments regarding document storage.
- Ensuring the secure destruction and disposal of sensitive documents.
- Updating and maintaining document management systems and physical records.
- Maintaining the security of confidential documents.
- Assisting employees with accessing documents through our document management system.
Document Controller Requirements:
- A bachelor’s degree in business administration, library management, or record management.
- 2 years experience in document management, archive management, or records management.
- Knowledge of document management systems like Sharepoint, OnlyOffice, DocuWare Cloud, Rubex.
- Proficiency in document capturing systems like CAPSYS Capture and Xerox DocuShare.
- An excellent grasp of Microsoft Office programs.
- Top-class typing and report writing skills.
- Detail-focused document organizing abilities.
- Familiarity with the relevant regulations regarding document keeping and handling.
- Able to proactively manage database changes using software management systems.
Time-oriented approach to handling queries and tasks.
FAQ's
The main responsibility of a document controller is to manage and control the flow of documents within an organization. This includes organizing, categorizing, distributing, and ensuring the accuracy and accessibility of documents. Key responsibilities of a document controller typically include:
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Document Management System: Establish and maintain an effective document management system for organizing and storing documents.
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Document Control Procedures: Develop and implement document control procedures to ensure consistency and compliance with organizational standards.
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Version Control: Manage versions of documents to ensure that the most up-to-date and accurate information is available to relevant stakeholders.
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Document Distribution: Control the distribution of documents to appropriate individuals or departments, ensuring timely and accurate delivery.
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Review and Approval: Facilitate the review and approval process for documents, tracking changes and obtaining necessary signatures or approvals.
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Document Retrieval: Ensure easy retrieval of documents by creating a systematic filing system and providing access to authorized personnel.
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Quality Control: Verify the quality and accuracy of documents, checking for completeness and adherence to established standards.
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Security and Confidentiality: Implement measures to maintain the security and confidentiality of sensitive documents, adhering to privacy regulations.
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Training: Provide training to employees on document control procedures and the proper use of the document management system.
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Audit and Compliance: Conduct regular audits to ensure compliance with document control processes and industry standards.
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Communication: Facilitate communication between departments regarding document requirements, changes, and updates.
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Archiving: Establish procedures for archiving obsolete or outdated documents while ensuring retention compliance.
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Reporting: Generate reports on document control activities, highlighting trends, issues, and improvements.
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Continuous Improvement: Identify areas for improvement in document control processes and implement enhancements to increase efficiency.
The role of a document controller is crucial in maintaining the integrity and organization of an organization’s documentation, ensuring that information is readily available, accurate, and in compliance with relevant standards and regulations.
Goal: Enhance Document Management Efficiency
Objective: Implement and integrate an advanced Document Management System (DMS) by [specific date] to streamline document control processes.
Key Activities:
- Research and select a suitable DMS.
- Customize the DMS to align with organizational needs.
- Execute a comprehensive training program for employees.
- Migrate existing documents seamlessly into the new DMS.
- Promote user adoption through effective communication and support.
- Establish regular audits for document quality assurance.
- Implement a feedback mechanism for continuous improvement.
Outcomes:
- Successful DMS implementation by [specified date].
- High user adoption rate within [specified time frame].
- Reduced document retrieval time and enhanced efficiency.
- Ensure audit compliance with document control processes.
- Gauge user satisfaction through surveys for ongoing improvements.
Skills required for a document controller:
- Organizational Skills: Systematic document organization and attention to detail.
- Communication Skills: Clear communication and facilitation between departments.
- Technical Proficiency: Familiarity with Document Management Systems (DMS) and document software.
- Data Management: Knowledge of data integrity, version control, and revision processes.
- Adaptability: Flexibility to handle changes in procedures or software.
- Problem-Solving: Effective resolution of document-related challenges.
- Time Management: Efficient handling of multiple documents and prioritization.
- Analytical Skills: Assessment of document control processes and continuous improvement.
- Attention to Confidentiality: Understanding and adherence to confidentiality policies.
- Training and Development: Ability to conduct training on document control procedures and software.
- Quality Assurance: Commitment to ensuring document quality through audits and checks.
- Team Collaboration: Effective collaboration with cross-functional teams.
- Customer Service: Addressing internal and external document-related needs.
- Regulatory Compliance: Understanding of relevant regulations affecting document control.
- Risk Management: Awareness and mitigation of potential risks in document control.
A document controller is also known as a “Document Management Specialist,” “Records Coordinator,” or “Document Administrator,” among other titles.