Document Controller Job Description Template
Are you in the process of hiring a document controller and require help crafting the job description? Or, perhaps you're considering a career in document control and want a clear understanding of the role.
Regardless of your purpose, this article aims to provide a clear understanding of the essential duties and tasks of a document controller.
This will come in handy whether you're looking to create a job description or identify areas where you might need further skills development to qualify for such positions.
What is Document Control?
First, let's get clear on what document control is. Document control is a subset of Information Management and an essential strategy for effectively and efficiently managing your company documents.
Document control consists of practices that oversee all stages of a controlled document’s lifecycle, including its creation, modification, review cycles, issuance, distribution, and accessibility.
A fantastic document control system:
Reduces risk of document duplication
Improves document findability
Promotes better decision-making
It accomplishes this by providing appropriate access to reliable information to the right people exactly when they need it.
Check out our other article if you want to get into the nitty-gritty of document control and what it entails.
What Does a Document Controller Do?
What don't they do?😉
Jokes aside, document controllers ensure that the above bullet points are achieved. They have a wide range of responsibilities, though, especially in smaller companies that promote creativity and an entrepreneurial mindset.
Overall, document controllers are known for:
Developing templates for common document types (like procedure templates, checklists, forms, and so on).
Providing guidance on document control processes to ensure they're understood and properly performed.
Assisting with filing, retrieving, and tracking controlled documents within various repositories.
Monitoring a document's lifecycle as it progresses through each stage, from creation to archival.
Auditing incoming documentation for quality checks to ensure compliance with company requirements.
Updating document control procedures for continual improvement.
Ultimately, document controllers are service providers who aim to make documents easy to find, easy to file, and easy to trust.
Who Does a Document Controller Serve?
Great question. And the answer is, everyone! That may seem a little vague (sorry), but it's true. The document controller assists anyone and everyone who creates, modifies, receives, and sends controlled documents.
That could include:
A Project Team that creates, shares, and receives enormous quantities of technical documents
Department Managers and their document creators who prepare standard operating procedures using the approved DC templates
Information Management and IT teams who need input for filing structures, metadata requirements, and automated workflows
Team members who require guidance or training on performing document control processes
Documents controllers are found within and serve many industries - Project Management, Construction Industry, Energy and Finance, Healthcare, Government...you name it.
Document Controller Job Titles
Document controllers can come from all sorts of backgrounds and take on a variety of job titles, each with unique responsibilities. Some of those titles include:
Junior Document Controllers (typically an entry level position)
Lead Document Controller
Document Control Analyst
Document Control Manager
Document Control Specialist
But it doesn't stop there; document controllers can also branch out into Records Management, Process Development, Project Coordination, or various Business Administration roles.
Document Controller Job Description Template
Now, let's get into a real-life example of a Document Controller Job Posting. The following description provides a starting point for a junior to intermediate document controller but will vary based on industry, company size, project needs, and seniority level.
A Document Control Manager has vastly different responsibilities, so we'll leave those out of this article. Feel free to copy and paste the below text into your job posting and update it to suit your unique needs.
Job Description Summary
We are currently seeking a Project Document Controller to maintain active documents and records, and to oversee our document control strategy for legal and regulatory compliance. The ideal candidate is a self-starter who's capable of working well both independently and in various teams.
If that sounds like you and you're looking to join a fast-paced environment with an employer that supports continuous learning and advancement, then apply today!
Document Controller Job Responsibilities
Review document control procedures for continuous improvement and make necessary adjustments to match current business needs and industry best practices.
Digitize hard copy documents and file them in the appropriate electronic systems so they're easily accessible to appropriate groups, regardless of their location.
Perform quality checks on incoming documents to ensure accuracy, completeness, and adherence to established standards and guidelines.
Oversee the day-to-day management of electronic documents, including the creation, naming, distribution, tracking, and filing of project documents.
Take ownership of the document control mailbox and act as the main point of contact for all document control related inquiries.
Prepare outgoing submittal packages accompanied by a document transmittal that will be tracked and monitored.
Maintain an accurate and up-to-date version control system for all engineering drawings, ensuring that the latest revisions are accessible to relevant stakeholders while superseded versions are securely archived.
On-going maintenance and review of our electronic document management system (EDMS) and document registries for accuracy.
Track controlled document revisions and changes, follow up on review comments, and manage the document approval process while adhering to change management protocols.
Notify personnel of updated document versions and how to access them
Collaborate closely with project teams, engineers, contractors, and other stakeholders to streamline document workflows and resolve document-related issues promptly.
Develop Master Document Templates for common document types that include revision history, standard verbiage, and approved company branding.
Provide guidance and training on how to perform document management procedures and processes.
Regularly provide reports on document status, progress updates, document review cycles, and distribution logs for management teams and other relevant parties.
Requirements and Skills
Strong understanding of document control procedures, standards, and best practices
Competent in Microsoft Word and Excel
Knowledgeable in Adobe Acrobat (PDF) advanced features and workflows
Familiar with document management software, including SharePoint
Excellent organizational skills with a keen eye for detail
Effective communication and interpersonal abilities to work with cross-functional, fast-paced teams.
Ability to prioritize tasks, manage time efficiently, and meet deadlines.
Familiar with relevant industry regulations and compliance standards.
Discretion in handling sensitive and confidential information.
Strong critical thinking, analytical, problem-solving, and interpersonal skills
Ready to Beef Up Your Document Controller Resume?
Since document control training availability is few and far between, adding document control credentials to your resume will give you a MASSIVE boost during the hiring process.
Not only will you be one of the few (if not only) candidates with document control training on your resume, but you'll actually know how to do document control by equipping yourself with the essential skills and knowledge required to do your job well.
Because trust me, there are a lot of document controllers out there, but they're not all created equal.
And that's rarely their fault! Most weren't provided with proper training or the mentorship required to excel in their role or perform it properly.
Well, I have the answer to that lack of training. It’s a pleasure to introduce my signature program, Document Control Mastery (DCM).
DCM is the only implementation program of its kind that shows you exactly how to create electronic filing systems like a seasoned pro.
I’ll help remove all the guesswork and deliver my signature framework and templates to you on a silver platter. All you have to do is execute.
Don't let years of experience fool or intimidate you...
Previous experience doesn't always mean better experience.
After you complete Document Control Mastery, you'll know exactly what to do and how to show up as your company's new document control all-star.
So, enroll today to stand out in a crowded marketplace and prove yourself the ideal candidate!
