As of Document Controller, how to control your documents?

Document control specialists are responsible for managing company documents while also ensuring their accuracy, quality and integrity. These specialists help companies adhere to record retention policies, safeguard information and retrieve data more effectively. As companies and organizations continue to work at becoming more eco-friendly and efficient, and as new laws and company guidelines are initiated to protect consumer and proprietary records, the need for more document control specialists is likely to increase in coming years.

Document control specialists store, manage and track company documents. They scan, image, organize and maintain documents, adhering to the company's document lifecycle procedures, and they archive inactive records in accordance with the records retention schedule. A large part of the job is to control the retrieval of documents. Document control specialists receive and process Requests for Information, or RFIs, from employees or clients and maintain the requests via tracking logs. As RFI procedures are updated, document control specialists create new templates. Sometimes they help project managers develop and maintain documents such as meeting minutes, drawings, specifications, approvals and related items. Periodically, document control specialists might be responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction and disaster recovery. They also assist with file migrations and audits, and perform administrative tasks as needed.

Employers seek certain qualities in document control specialists. These include being self-directed, the ability to work independently, and being highly-motivated. Document control specialists often work in a fast-paced and deadline driven environment, so it's important they can stay focused and carry out their tasks in a timely and accurate manner. They should be detail-oriented, dependable and trustworthy since they come in contact with complex and sensitive documents.

Related Reading: Career Opportunities in Record Management

Document control specialists should have the ability to prioritize, manage time well, multitask and troubleshoot. Strong interpersonal, communication and customer service skills are also essential because document control specialists regularly communicate with internal and external business partners. They must be computer-savvy and well-versed in Microsoft Office products. Some employers also require experience with document control software, process map software, FTP clients, ISO, SharePoint and FileNet. Experience using a scanner is also important.

Although an associate degree is preferred by many employers, document control specialists typically only need a high school diploma. More advanced positions might require a bachelor's degree, however, or extensive experience. Depending on the industry, some need knowledge of special terminology. This is particularly true for specialists who handle medical and engineering documents.