Document Controller

Purpose

• As a Document Controller, you manage and maintain the organization's documentation processes, ensuring that all documents are accurately recorded, securely stored, and easily retrievable. Oversee document control procedures, enforce compliance with regulatory and organizational standards, and support project teams by ensuring timely access to necessary documents.

Responsibilities

• Manage and maintain the organization’s document control processes, ensuring that all project documents are accurately captured, organized, and accessible.
• Implement and enforce document control procedures and standards, ensuring compliance with industry regulations and organizational policies.
• Coordinate the distribution and retrieval of documents, ensuring that the right documents are available to the right people at the right time.
• Ensure the security and confidentiality of documents, implementing access controls and monitoring systems to protect sensitive information.
• Maintain organized and efficient document archives, both digital and physical, ensuring that all documents are properly labeled, indexed, and stored for easy retrieval.
• Monitor document workflows, tracking the status of document submissions, reviews, and approvals to ensure timely completion.
• Assist in the digitization of physical documents, converting paper records into digital formats and integrating them into electronic document management systems (EDMS).
• Provide training and support to staff on document control procedures and the use of document management systems, ensuring consistent practices across the organization.
• Collaborate with project teams and external vendors to manage the flow of documentation, ensuring that all documents are accurate, up-to-date, and properly filed.
• Report on document control activities to management, providing updates on the status of document processing and any issues that may arise.

Education

• Bachelor's degree in information management, records management, library science, or a related field is required. Certifications such as Certified Records Manager (CRM), Certified Information Professional (CIP), or Electronic Records Management (ERM) certification are recommended. Proficiency in document control processes, records management, and the use of document management systems (DMS) is essential.

Experience

• Minimum of 3 to 5 years of experience in document control, records management, or a related field, with experience in managing and organizing documents within an organization.
• Proven experience in implementing and maintaining document control systems to ensure accurate and efficient management of project documents and records.
• Strong technical background with hands-on experience in following and enforcing document control policies, procedures, and best practices to ensure compliance with industry standards and regulatory requirements.
• Experience in managing the entire document lifecycle, including document creation, review, approval, distribution, and archiving, ensuring that all documents are properly controlled and accessible.
• Proficiency in using document control tools and software, such as SharePoint, Aconex, or Documentum, to manage document workflows, version control, and access permissions.
• Knowledge of information governance, data protection regulations, and compliance standards such as ISO 9001, ensuring that document control practices align with these requirements.
• Strong organizational skills and attention to detail, with the ability to maintain document accuracy, traceability, and compliance within the organization.
• Excellent communication and teamwork skills, with the ability to collaborate effectively with project teams, stakeholders, and external partners to ensure that document control objectives are met.
• Relevant certifications such as Certified Records Manager (CRM), Certified Information Professional (CIP), or Electronic Records Management (ERM) certification are preferred.

Functional Competencies