Document Control Specialist Job Description
Document control specialists store, manage, and maintain company documents, while ensuring the accuracy and quality of them. This job includes tasks such as processing documents for revision and approval, organizing documents from conception to distribution and filing, and creating systems which can then be used to train staff on document control processes.
Document control specialists typically work in industries such as engineering or pharmaceutical sectors, where they work with technical documentation and manuals. Applicants for this role should be computer proficient, be able to manage their time and prioritize tasks effectively, and be able to demonstrate a high level of accuracy.
Document Control Specialist Duties and Responsibilities
Document control specialists may take on a variety of duties, depending on the project and the organization. Based on job listings we analyzed, these duties typically involve:
Set Up Guidelines
Document control specialists assist in the development of process documentation, supervising data processing and programming, as well as delivering training to process owners on the correct document structure and control tool usage.
Oversee Receipt of Files
Document control specialists oversee the receipt of certain files, such as ftp files or emails, and assess the accuracy of the documents. Once they’ve checked the files for completeness, they record them into the system according to a file index.
Check Documentation Compliance
Coordinating with clients to track and issue documents, document control specialists check that the documents comply with regulations and work with clients to revise documentation where needed.
Organize and Maintain Documents
Document control specialists scan documents or images, then organize them to maintain them, adhering to the company’s document lifecycle procedures. Any inactive documents and records are then archived.
Process Requests for Information
Document control specialists receive “Requests for Information,” or RFIs, from clients and employees, and maintain these requests using tracking logs, which are updated as document control specialists create new templates accordingly.
Document Control Specialist Skills and Qualifications
Document control specialists are strong communicators, both written and verbal, have the ability to prioritize tasks, and are comfortable using computer programs such as Microsoft Office. Typically, employers will require a bachelor’s degree in business administration as well as the following abilities:
- Organizational Skills – This job requires high levels of organization, as documents need to be filed in a way that makes it easy for them to be found later. Effective planning and file management is vital to this role
- Basic Computer Skills – Document control specialists spend a large proportion of their time using computers, so they need to have great typing skills and be able to pick up software and programs quickly, including Microsoft Office products, SharePoint, FileNet, and ProcessMap software
- Detail-Oriented – Document control specialists assess the accuracy of documents, and prepare soft copies, so they need to be able to spot problems and errors, and resolve any queries with the appropriate department
- Interpersonal Skills – Applicants in this role are required to work with a range of different people, from internal departments to external business partners, so strong communication skills are essential
- Integrity – Document control specialists often work with confidential data and information, so they need to be dependable, trustworthy, and have the integrity not to abuse their position
Tools of the Trade
Document control specialists work in an office and are proficient with computer software and programs such as:
- Document Management and Storage Systems – (SharePoint, FileNet, ProcessMap)
- Desktop Applications – (Microsoft Office Suite)
Document Control Specialist Education and Training
The minimum requirement to become a document control specialist is a bachelor’s degree in business management or a similar field. Most employers also require document control specialists to have college coursework in English, computer science, or a subject related to the industry they’ll be working in. Typically, prior experience with technical writing is preferred, and some employers may ask for previous experience in a document control job.
Document Control Specialist Salary and Outlook
The median annual salary for document control specialists is $49,000. According to PayScale, document control specialists in the 10th percentile earn around $34,000 a year, while the highest paid earn around $72,000 a year. Some companies offer bonuses that can reach up to $5,000 based on individual or group performances as well as profit-sharing opportunities that can reach up to $4,000.
Location and level of experience impact the pay level for this role, and many employers offer dental plans and medical insurance as part of their benefits package. The Bureau of Labor Statistics predicts that the growth rate for information clerks is expected to increase by 3 percent through 2026.
We’ve collected some of the best resources to help you learn about a career as a document control specialist:
Project Control & Document Controller Network – With over 1,000 members, this LinkedIn group provides great networking opportunities within the project and document control sector, with members posting job opportunities, sharing knowledge, and providing information about the latest industry trends.
Document Control: Lifecycle and The Governance Challenge – This book by Dawit Kassa has nine detailed chapters on the latest insights into daily and strategic document control practices and the challenges that come with this job. From writing effective procedures to processes and technology, this book provides step-by-step guidance.
Document Control – Document control is essential to businesses, but how can people in this industry learn where to begin? This book by Denise E. Robitaille provides in-depth guidance into document control, from the elements of the management process to keeping critical information up-to-date.
“Three Things You May Not Know About Document Control” – This useful blog post goes into detail about the misunderstandings some people have about document control and how to overcome them.
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