Document Controller

Overview

A document controller is responsible for managing and organizing important documents within a company. They ensure that documents are stored securely, easily accessible, and follow proper procedures. Document controllers also track revisions, maintain databases, and assist with document retrieval when needed.

Responsibilities

Create and maintain document control policies and processes that address the production, distribution, approval, review, and storage of documents. 
Create and manage a centralized document management system to efficiently arrange and classify both physical and electronic documents.

Incoming documents, including as drawings, specifications, contracts, reports, and correspondence, should be received, reviewed, and processed to guarantee accuracy and completeness. 
Give documents codes, numbers, and information so they may be easily found, tracked, and retrieved.
Send papers to the right people or departments in accordance with established procedures and distribution lists. 
Keep an eye on the progress of documents and workflows to make sure they are reviewed, approved, and released on time in accordance with project schedules and deadlines. 
Revision history should be kept track of, modifications should be monitored, and users should only have access to the most recent approved versions.

Put security measures in place to safeguard sensitive or private information and limit access to those who are permitted. 
To ensure adherence to document control policies and guidelines, conduct routine audits and inspections of document repositories.
To encourage awareness and adherence, provide staff members assistance and training on document control procedures, methods, and best practices.

Work together to handle requests and questions pertaining to documents with both internal and external stakeholders, including project managers, engineers, vendors, and regulatory bodies. 
Help with the document deliverables that are needed for regulatory submissions, project handovers, audits, and other business activities. 
Create reports and metrics, such as document turnaround times, accuracy rates, and compliance metrics, to monitor the effectiveness of document control. 
Keep up with developments in the field, technological breakthroughs in document management, and legislative changes that may impact document control procedures.

Requirements

A track record of success in document control or records management, ideally in manufacturing, engineering, construction, or healthcare industries.
Solid grasp of the fundamentals, best practices, and standards of document management, including ISO 9001 regulations. 
Proficiency with Microsoft Office programs, electronic document repositories, and document management tools. 
Outstanding attention to detail and organizational abilities, with the capacity to efficiently handle massive amounts of paperwork and data.

Excellent interpersonal and communication skills, including the capacity to work with cross-functional teams and communicate with stakeholders at all levels. 
To troubleshoot document control issues, correct inconsistencies, and optimize processes, one needs an analytical approach and problem-solving skills.
Capacity to prioritize work, function autonomously with little direction, and fulfill deadlines in a hectic setting. 
It is advantageous to have certification in records management or document control, such as the ARMA Certified Records Manager or AlIM Certified Information Professional.