Document Controller Job Description

Document Controllers manage and oversee documents for a particular project or for an entire organization. They ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.

Document Controllers may work as part of a documents team or may be the sole individual responsible for the organization’s documentation services. The Bureau of Labor Statistics does not report specifically on Document Controllers, they do however project Medical Records and Health Information Technicians to see a job growth rate of 15 percent through 2024. It will create about 29,000 jobs in these fields during this period. Due to the similarity of these jobs and the growing need to protect confidential information electronically, Document Controllers can expect to see a similar increase in job opportunities.

 

Document Controller Duties and Responsibilities 

The type of organization a Document Controller works for will determine their particular responsibilities, however, there are several main duties all Document Controllers perform. A review of current job listings identified the following primary tasks and responsibilities.

Organize and Archive Documents

Most Document Controllers will perform some type of document storage duties. This may involve scanning documents, copying documents, physically or electronically filing documents, organizing documents and ensuring documents are saved and safeguarded from theft or destruction. It also usually requires Document Controllers to adhere to a retention schedule, meaning they must know the proper ways and times to destroy old documents.

Fulfill Document Retrieval Requests

Document Controllers also handle the retrieval of documents either as directed by employees or clients. There may be a records request system in place in which the Document Controller receives requests, logs the requests in a database system and then provides the requested materials or it may be more informal. However the system is setup, Document Controllers must be able to quickly and efficiently retrieve documents and data when needed.

Maintain Documents

Document Controllers often must edit or review documents. This is especially true when working in specialized areas like a bank’s loan department, in a medical facility or an organization’s contract division. If a Document Controller has an area of expertise, they will most likely use that experience to perform document control. They may do as little as check for signatures and dates or as much as drafting and editing sentences.

Train Employees

Document Controllers may also be tasked with training employees in the proper way to create or fill out company documents. In large organizations they may oversee a staff of document specialists and be responsible for training them on the documents and systems in place. They may also assist clients with filling out proper paperwork and with the filing process of the documents.

 

Document Controller Skills

A Document Controller should be highly organized and work well in fast-paced environments. Their communication skills should be excellent and they must be able to multitask. Reliability and attention to detail are also important traits. In addition to these traits, employers look for applicants with the following skillset.

Core skills: Based on job listings we looked at, employers want Document Controller with these core skills. If you want to work in Document Controller, focus on the following.

  • Proficient in computer software programs such as, word processors, spreadsheet programs, and database systems
  • Basic analytical experience
  • Proficient typing skills
  • Data organization and storage knowledge

Advanced skills: While most employers did not require the following skills, multiple job listings included them as preferred. Add these to your skillset and broaden your career options.

  • Bachelor’s degree

 

Document Controller Resources

There are some helpful and informational resources available on the Web for those interested in working in Document Controller. We scoured the internet and found these links full of learning opportunities and the latest industry news.

On the Web

Document Manager – This UK-based magazine is designed for those working in document management professions. It is a great source of jobs tips and industry news.

Document Controller Books

The Clinical Documentation Improvement Specialist’s Handbook – A handbook for Document Controllers working in clinical settings with medical records.

Information and Records Management: Document-Based Information Systems – This book is considered one of the best in the field for the latest strategies and techniques in the records and information industries.

Industry Groups

American Association of Professional Coders – A professional organization for Document Controllers working in the healthcare fields specializing in medical records and health information.

International Association of Administrative Professionals – Founded in 1942, IAAP offers individuals working in offices and administrative positions the opportunities to network, learn, and grow by providing assistance and programs to its members.

 

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