What is a document controller?

If you are interested in document management, you may be wondering, ‘What is a document controller?’ This professional, also known as a DC, is responsible for an organization’s document entry, processing, and storage. They double check documents, scan and duplicate documents and make sure all corporate records are safe and secure. They also prepare reports, maintain files, and ensure that documents can be accessed consistently across organizations.

How Can I Become a Document Controller?

Many document controllers learn through on-the-job training because there is no degree directly associated with this line of work. However, some employers prefer applicants with at least an associate’s or bachelor’s degree, or who have obtained certification in document control through a training course or other professional development group. Additional qualifications include strong interpersonal and organizational skills, computer literacy, and a keen attention to detail. You also need the ability and capability to multitask, handle potentially sensitive data, and comply with company and concern department rules and regulations.

What does a document controller do?

As a document controller (DC), you will be responsible for maintaining accurate records of company files, documents. You can order electronic or hard copies of project documentation and generate reports based on it.

A document controller (DC) is a controller responsible for the timely, accurate, and efficient preparation and management of all documents of the company. They control the numbering, classification, filing, storage and retrieval of documents, both electronic and printed, produced by teams, projects or technical departments.

Roles & Responsibilities of Document Controller

Role of a document controller includes the following duties:

• Control of company and project documentation.
• Follow-up and improve document control procedures.
• Ensure that all documents meet the formal requirements and required standards.
• Classification, storage and retrieval of electronic and printed documents on behalf of clients and industry professionals.
• Preparation of document progress reports for senior managers.
• Performing periodic reviews and document audits.
• Use computers to organize and distribute documents within a business.
• Assist in the planning phases of a specific project.
• Ensure timely exchange of documents at critical times to facilitate timely project completion
• Work in an office.

Duties and responsibilities of a document controller in construction

• Set up, copy, scan and store documents.
• Create template.
• Manage documentation requests.
• Record documents in physical and digital records and ensure proper storage
• Review and maintain the accuracy of records, editing them as necessary to ensure they are up to date.
• Liaise and distribute information related to the project to all levels of the project team and to potential external parties.
• Manage the procedures around documentation within the organization/company.
• Maintain the confidentiality of confidential documentation.
• Prepare ad-hoc reports on projects when necessary.
• Print and distribute documents as needed.
• Make Scan and upload file/documents according to the company document management procedure.
• Collect and record all technical documents such as drawings and plans in the company system.
• Review and update documents for quality control and maintenance.
• Keep other staff up to date on new versions of documents and how to gain access.
• Manage files in different departments.
• Create templates for use by other staff.
• Maintain confidentiality regarding sensitive documents.
• Establish and maintain record retention periods.

Duties and Responsibilities Part –II

• Manage and maintain all controlled documents of the company.
• Update and control the documents and forms of the process.
• Create and manage document hierarchies and process systems.
• Take charge of all the identification, classification and filing of documents.
• Audit documents to repeatedly confirm that they are up to date and accurately reflect the recorded evidence.
• Make sure reviewed documents are accessible.
• Help with communication during external audits.
• Complies with the specifications and document control procedures implemented by the Company.
• Train document control employees and delegate and supervise their functions.
• Train employees on the company’s controlled document procedures to ensure documents are handled correctly.
• View the document throughout its entire life cycle (from initiation to archiving).
• Review and edit incoming documents and prepare them for distribution.
• Build effective and efficient document filing and organization systems.
• Ensure the proper organization and security of documents (on paper and electronic).
• Record requests for documents and help employees obtain documents as needed.
• Provide, notify and distribute documents to the appropriate recipients.
• Verify the delivery of documents to the corresponding personnel.
• Cooperate and communicate with managers, project leaders and teams.

Document Controller Skills and Qualifications

A document controller must have relevant education, work experience, certification, and technical skills. You can also include the soft skills and personality traits that will advance a candidate at your company. A comprehensive list of the skills and qualifications you need will help you find the most qualified candidates:

• Associate’s degree or higher in computer science, business administration, or a similar field.
• Experience working with different types of documentation /files.
• Ability to organize and protect paper documents.
• Extensive knowledge of the different types of office software.
• Attention to details.
• Effective peer communication between departments.
• Ability to do so many things at time.

Requirements and Qualifications

• Meticulous and detail-oriented work ethic.
• Highly organized and efficient.
• Proven skills to create and implement controlled document processes.
• Work-well under-pressure and manage stress efficiently.
• Strong verbal and written communication skills.
• Tendency to spot mistakes and make appropriate changes.
• Able to prioritize and assign tasks.
• Excellent time management.
• Strong interpersonal skills.
• Excellent analytical ability and Archive experience.
• Bachelor’s degree in business administration, management or any related field.
• At least 5 years of relevant experience required for good opportunity.
• Skilled in SharePoint, ProArc and/or other document management software and web-based tools.
• Proficient users of Adobe and Microsoft Suite.
• Expert data organizer.

Skills Requirement

The role of a document controller is critical to the success of any construction project. It serves as a focal point for all stakeholders in the process, focusing on all current development information. Since this task is very important, you can acquire the following talents to perform it effectively.

• Organization skills.
• Knowledge of the document control system.
• Analysis capacity.
• Typing skills.
• Effective communication skills.
• Communication skills.

Additional skills that may benefit someone considering a job as a document controller include:

• Administration skills.
• Be absolutely careful and pay attention to detail.
• Able to work well with others.
• Customer service skills.
• Able to access your initiative.
• Knowledge of the English language.
• Able to accept criticism and work well under pressure.
• Flexible and open to change.
• Able to perform basic tasks on a computer or handheld device.

Document Controller Education and Training Requirements

An associate’s degree or higher in computer science, business administration, or a related field is often required for a document controller candidate. A working knowledge of many file types and computer systems is also helpful. In a technical field, a solid knowledge of specialized documents is important. Document controllers must be proficient in paper document preservation and document capture/imaging systems.

Document Controller Experience Requirements

In some companies, a document controller is an entry-level position. Document controllers must have experience with office software and equipment. Many companies prefer document controller candidates to have at least two years of work experience in document or records management. More experience may be needed in companies that handle sensitive information. At technology companies, you may require candidates to have experience with specialized documents, such as blueprints or scientific drawings.

Read Also: What is the Document Control Procedure – Guideline

Working Environment

Document controllers are important in companies that use documentation, especially electronic documentation. They are in charge of ensuring that records are properly organized and maintained. Document handlers may work.

• Administration
• Medicine
• Engineering
• Construction
• Education
• Government Facilities
• Law and Finance
• Insurance