Main Responsibilities and Required Skills for a Document Controller
A Document Controller is a professional who plays a vital role in managing and organizing documents within an organization. They are responsible for ensuring the accuracy, integrity, and accessibility of documents throughout their lifecycle. In this blog post, we will explore the primary responsibilities and the most in-demand hard and soft skills for Document Controllers.
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Main Responsibilities of a Document Controller
The following list describes the typical responsibilities of a Document Controller:
Administrate
Administrate and maintain the correspondence registers.
Allocate
Allocate and control the document numbering system for the project.
Assign
Assign document identification numbers and track document revisions.
Assist in
Assist designers and project managers in editing job specifications.
Assist in maintaining and up to date the Document Distribution Matrix.
Assist in project wide compliance with document control procedures.
Assist in the development and improvement of document control procedures.
Assist in the preparation and issuing of maintenance and turnover documentation.
Assist in the preparation and issuing of maintenance documentation.
Assist in training staff on document control procedures and requirements.
Assist site operations team in controlling and arranging documents.
Assist users in requests for information, and coordinate filing of information.
Assist with a functioning and utilization of the "Aconex” system for the project / bids.
Assist with project closeout and records management.
Categorize
Categorize, photocopy, scan and file documentation.
Check
Check and issue documents (reports, drawings, etc.) to the client and project teams.
Check incoming documents (revision / issue reason / title / etc.).
Check the accuracy of transmittals when received from external organizations.
Classify
Classify the documents in our EDM system, carefully fill in the metadata.
Collaborate with
Collaborate with cross-functional teams to streamline document management workflows.
Collaborate with project teams to establish document control requirements.
Collate
Collate all aircraft paperwork once completed and ensure that it is completed correctly.
Communicate
Communicate effectively with engineering disciplines.
Communicate status of documents to the project services team.
Compile
Compile and report statistical information as required.
Complete
Complete all assigned trainings in due time.
Conduct
Conduct periodic document control system maintenance.
Conduct quality assurance checks on outgoing submissions.
Conduct regular audits to ensure document accuracy and completeness.
Conduct system queries on the status of documents.
Control
Control all documentation, internal and external related to the projects.
Control of new and revised documents.
Control project documents as per the project documents management procedure.
Convert
Convert hard copy documents to digital versions.
Coordinate
Coordinate information creation, receipt, storage, and retrieval.
Coordinate project deliverables and Provide administrative support for the operations team.
Copy
Copy, scan and store documents.
Create
Create and maintain document templates and forms.
Create distribution lists and tracks number of copies required.
Create document control reports as required.
Create training records for training events held.
Create transmittals, submittals and emails to send documentation to external parties in Share Point.
Define
Define requirements of business processes.
Develop
Develop a document tracking system for design documents, ECC, C&Q.
Develop a project document handling procedure, define how and where.
Develop the RACI matrix together with the Project Manager, Design Manager and C&Q lead.
Distribute
Distribute appropriate documents following confidentiality guidelines.
Distribute design documents and C&Q documents as per the RACI matrix.
Distribute, organize and process incoming and outgoing project documents.
Download
Download and distribute all contractual documents.
Ensure
Ensure accuracy and integrity of records and documentation.
Ensure compliance with document control procedures and standards.
Ensure control & coordination of project documentation & data.
Ensure project related documents follow client standards.
Ensure proper archiving and disposal of documents.
Ensure that RFIs are returned on or before required due dates.
Enter
Enter and distribute Daily Reports, including Quality Control Daily Reports.
Establish
Establish workflows and monitors documents throughout review processes.
Execute
Execute define procedures to ensure compliance with RIM policies and the organization's standards.
Facilitate
Facilitate document reviews and approvals.
Follow
Follow and complies with company, project and document controls function procedures and techniques.
Follow client site EHS management requirement, and ergonomics requirement.
Follow document classification including sorting, filing and archiving procedures.
Follow standards and procedures, procedural manuals and system documentation.
Follow-up
Follow-up on incomplete / missing paperwork.
Foster
Foster Collaboration and Teamwork.
Generate
Generate reports and status updates on document control activities.
Generate statistic and ad hoc reports.
Grow
Grow with this company as a Document Controller with our client in Calgary.
Handle
Handle confidential information with discretion.
Help
Help champion the successful use of novelties (SPO / SPF, SP engineering).
Identify
Identify and report deficiencies and / or problems with the M-Files document management system.
Identify stakeholders, secure distribution and disposal of documents.
Impart
Impart document control and project procedures training to new project hires.
Implement
Implement document version control and manage document libraries.
Initiate
Initiate and control the Squad-Check procedures for design document and drawing submittals.
Input
Input and retrieve electronic files upon request.
Interpret
Interpret clinical study designs and Clinical Supplies Specification documentation.
Issue
Issue mechanical, electrical and system site instructions and changes notices.
Issue status reports weekly to managers.
Lead
Lead the documentation submission.
Liaise with
Liaise with external stakeholders, such as clients and regulatory authorities, regarding document requirements.
Liaise with stakeholders to determine requirements.
Maintain
Maintain all communication logs (transmittal logs) for active projects.
Maintain a master list (register) of applicable documents.
Maintain and keep hard copy files up to date on a daily basis.
Maintain and track corporate documents.
Maintain an index of all original documents stored at off-site storage.
Maintain an organized and up-to-date document control system.
Maintain a positive relationship with customers and answer any questions or concerns they have.
Maintain a positive relationship with trades associates.
Maintain complete and compliant Design History Files in the EQMS.
Maintain current security clearances and credentials as required.
Maintain distribution groups.
Maintain document security and confidentiality.
Maintain electronic and manual records management systems.
Maintain library distributions.
Maintain logs and indexes to provide accurate project records status reports.
Maintain polite and professional communication with management, colleagues and other parties.
Maintain project document filing system in accordance with established procedures.
Maintain revision control, progress, and ease of access.
Maintain shared drive in organized manner.
Make
Make decisions and recommendations within authorized limits.
Make routine decisions and recommendations within authorized limits.
Manage
Manage a high volume of documents and drawings.
Manage and issue multi-disciplinary coordinated responses to all construction shop drawings.
Manage and maintain the Project Engineering Change Control System (ECC).
Manage and organize a high volume of documents.
Manage and track incoming and outgoing project communications and documents.
Manage document numbering system, C&Q documents.
Manage incoming and outgoing couriers.
Manage, issue and format project job reports from construction administrators.
Manage SharePoint folders for all pursuits.
Manage the flow of records to and from all appropriate parties.
Manage the transition to paperless.
Monitor
Monitor and update document baseline.
Monitor document distribution and ensure timely delivery to authorized personnel.
Monitor office schedules for the internal distribution of documents and arranges for printing.
Order
Order office supplies as needed.
Participate
Participate and support the change board for the documentation follow-up.
Participate in office safety inspection.
Perform
Perform routine data quality controls, and catalogues and indexes information for easy retrieval.
Perform vendor completeness check between vendor and commissioning records.
Perform visual inspection and accountability for label proofs, clinical labels and RCE's.
Prepare
Prepare and track client and vendor revisions and communications.
Prepare equipment data books.
Prepare, process, log, and file incoming and outgoing project documents in Prolog.
Prepare specifications and run macros ensuring each aspect of the job is specified correctly.
Prepare transmittals of drawings / documents for submission to the client / sub-contractor.
Present
Present induction training sessions to new starters.
Print check packs and distribute to the relevant zones of the aircraft.
Prioritize
Prioritize daily tasks, multi-task, and deal with a variety of personalities (internal & external).
Process
Process all incoming and outgoing documents in according to the establish SLA's.
Produce
Produce reports as required.
Provide
Provide detailed analysis of issues and collaborate for creative problem solving.
Provide exceptional customer service to our clients, both internal and external.
Provide support to the Quality Systems Manager.
Provide support to users when navigating the system.
Provide support with ad hoc requests.
Provide team members with guidance when required.
Provide training and support to staff on document control processes.
Receive
Receive, log, track, file and monitor vendor documents.
Receive, review, and process incoming documents.
Remain
Remain informed and up-to-date on the current construction project schedule.
Request
Request drawings / documents for distribution.
Request updated drawings / documents for distribution to project stakeholders.
Respond to
Respond to internal and external drawing and drawing number inquiries.
Respond to requests for search of documents and records in a timely manner.
Retrieve
Retrieve files as requested by employees and clients.
Review
Review completeness and accuracy of documents and prepare document transmittal.
Review documents for compliance with standards and regulations.
Review, format and update various documents (proposals, reports, schedules, etc.).
Review status weekly and issue status reports weekly to managers.
Set-up
Set-up and maintenance of system views and displays per functional group requirements.
Showcase
Showcase your skills as a Document Controller with our client in Calgary.
Stay updated with
Stay updated with industry best practices and emerging trends in document control.
Submit
Submit reports as per the set deadlines.
Supervise
Supervise and coordinate daily work of the records staff.
Support
Support consistent and efficient information flow between client and contractors.
Support continuous improvement of Document Control system procedures and processes.
Support our customer (internal / external) with the use of our GED system.
Support the completion of quality documentation required for the Design History Files.
Support the Design Quality Manager in leading pre-submittal QC of design submittal packages.
Support tracking of Project Marketing & Business Development within Stantec tracking tool.
Support users on CAPA, SCAR and NCR administration.
Take
Take initiatives to protect environment i.e. by limiting printing and saving papers.
Troubleshoot
Troubleshoot document control issues and recommend solutions.
Understand
Understand and comply with document control policies and verification checklists.
Understand and maintain study blinding.
Update
Update internal systems ensuring records are well maintained and up-to-date.
Upload
Upload documentation required in BIM360 from Share Point with defined attributes.
Work
Work equipment provided according to the season (boot, bib, helmet, gloves, etc.).
Work in a non-operated standalone venture leveraging IMIT services and solutions by others.
Work on Document Control tasks with minimal supervision when necessary.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Document Controller:
Proficiency in document management systems and software.
Knowledge of document control principles and practices.
Familiarity with industry-specific documentation standards and regulations.
Ability to create and maintain document control procedures and workflows.
Expertise in document indexing, classification, and metadata management.
Proficient in using electronic document management tools and databases.
Experience with document scanning, digitization, and conversion processes.
Strong understanding of version control and change management.
Skilled in document quality control and assurance.
Advanced proficiency in MS Office applications (Word, Excel, PowerPoint, etc.).
Knowledge of document security protocols and data protection regulations.
Ability to troubleshoot document control system issues.
Strong analytical and problem-solving skills.
Attention to detail and accuracy in document handling.
Proficient in creating and analyzing reports and metrics.
Knowledge of record management principles and practices.
Familiarity with document retention and destruction policies.
Proficiency in data entry and database management.
Knowledge of document imaging and OCR (optical character recognition) technology.
Ability to adapt to new document control software and technologies.
Most In-demand Soft Skills
The following list describes the most required soft skills of a Document Controller:
Excellent organizational and time management skills.
Strong attention to detail and accuracy.
Effective communication and interpersonal skills.
Ability to work independently and as part of a team.
Strong problem-solving and decision-making abilities.
Adaptability and flexibility in a fast-paced environment.
Strong collaboration and teamwork skills.
Excellent record-keeping and documentation skills.
High level of confidentiality and professionalism.
Strong customer service orientation.
Conclusion
In this blog post, we have explored the main responsibilities of Document Controllers, which include maintaining document control systems, ensuring compliance, facilitating document reviews, and managing document security. We have also highlighted the most in-demand hard skills, such as proficiency in document management systems, knowledge of document control principles, and expertise in MS Office applications.
