Document Controller

Roles and responsibilities

A Document Controller is responsible for managing, organizing, and maintaining all documents within an organization or project, ensuring that they are easily accessible, accurate, and secure. This role is critical for maintaining an efficient workflow, especially in industries such as construction, engineering, legal, healthcare, and finance, where proper documentation and regulatory compliance are essential.

Key Responsibilities of a Document Controller:

1. Document Management

• Organizing Documents: Ensuring that all documents (physical and digital) are categorized, stored, and archived in an orderly manner for easy access. This includes incoming and outgoing correspondence, contracts, reports, plans, and other key documentation.
• Version Control: Keeping track of different versions of documents to ensure that the latest revisions are being used. Ensuring that outdated or obsolete documents are properly archived.
• Document Retrieval: Responding to requests for documents from other departments or stakeholders. Ensuring that documents are retrieved and provided in a timely manner.
• File Management: Maintaining both electronic and physical files in a secure and easily accessible manner. This includes managing document indexing and naming conventions.

2. Document Preparation and Distribution

• Document Review: Ensuring that documents are complete, accurate, and in the correct format before distribution. This may involve checking for missing signatures, stamps, or approvals.
• Distributing Documents: Sending out documents to the relevant parties, such as team members, clients, or vendors. This may include internal circulation or sending documents via email, physical mail, or an online document-sharing platform.
• Tracking Document Flow: Ensuring that documents are tracked as they are distributed, ensuring they reach the appropriate recipients. This also includes keeping records of who has received which documents.

3. Compliance and Regulatory Requirements

• Ensuring Legal Compliance: Ensuring that all documents comply with industry-specific regulations and legal requirements. This may involve understanding and adhering to data privacy laws, retention policies, and company standards.
• Maintaining Confidentiality: Managing sensitive or confidential documents with discretion, ensuring they are only accessed by authorized personnel.
• Document Retention: Ensuring that documents are retained for the required period, whether for legal, contractual, or regulatory purposes. Following company policies on how long documents should be kept and when they should be destroyed or archived.

4. Collaboration with Other Departments

• Supporting Project Teams: Assisting project teams, managers, or other departments by providing timely access to documents, ensuring they have the latest updates and versions of important files.
• Coordinating with External Stakeholders: Communicating with clients, contractors, or vendors to ensure that they have the necessary documents and that all relevant documentation is up to date.
• Document Control Systems: Implementing and maintaining a document control system or software for better tracking and managing of documents. Providing support for staff on how to use these systems.

5. Document Control Systems and Tools

• Software Utilization: Using document management software (e.g., SharePoint, Dropbox, or custom systems) to upload, store, and retrieve documents. Understanding how to use cloud storage, content management systems, and collaboration tools.
• Tracking and Auditing: Using tools to track changes, approvals, and versions of documents. Conducting audits to ensure the document management system is functioning correctly and all documents are in compliance.

Desired candidate profile

• Ensure all documents are up-to-date, accurate, and comply with company standards and regulatory requirements.
• Implement and enforce document control procedures to ensure proper handling, approval, and distribution of documents.
• Assign document numbers and track revisions, approvals, and issuances.
• Develop and maintain document management systems, ensuring information is easily accessible to authorized personnel.
• Regularly update and back up electronic and hardcopy files.
• Distribute relevant documents to stakeholders in a timely and efficient manner.
• Coordinate with project teams and departments to ensure smooth information flow.
• Support audits by providing accurate records and documentation.
• Monitor adherence to document control policies and recommend improvements where necessary
• Prepare reports on document status, updates, and compliance metrics.