WHAT DOES A DOCUMENT CONTROL MANAGER DO?

Published: Dec 11, 2024 – The Document Control Manager manages and maintains electronic document control systems while implementing procedures for efficient document handling, review, approval, and distribution. This position optimizes workflows and develops departmental templates to enhance document control processes and ensure compliance with quality assurance standards. The manager also supervises and trains staff while collaborating across disciplines to align documentation with project schedules and requirements.

A Review of Professional Skills and Functions for Document Control Manager

1. Document Control Manager Functions

  • Document Control: Develop document control procedures and tools
  • Procedure Development: Establish a procedural framework for collecting the controlling documents
  • Document Management: Establish procedures for transferring physical and digital files to the Document Management System library
  • Document Enforcement: Manage and enforce the collection of documents
  • Document Distribution: Distribute and file controlled documents
  • Reporting: Produce document progress reports for senior managers
  • Timely Sharing: Ensure documents are shared within the approved timelines
  • Stakeholder Coordination: Work with clients, contractors, vendors, and internal stakeholders to issue and transmit requested documents
  • File Conversion: Convert selected hard copy files to electronic format
  • Training: Train and assist team members in the use of document management software

2. Document Control Manager Job Description

  • Document Control: Perform document control duties in a District Regional Office
  • Project Support: Responsible for setup of Project Document Control sites and administrative support of sites throughout the project lifecycle
  • Document Filing: Responsible for registration, filing, and control of incoming and outgoing documentation
  • Team Coordination: Contribute to a team responsible for document flow and distribution at various job sites
  • Document Collection: Collect and log all contract documents and project documentation from the bid phase through project completion
  • Document Auditing: Perform audits of Project documents to ensure files are current
  • Database Management: Perform database input and word-processing functions
  • Document Reproduction: Reproduce, distribute, store, and retrieve necessary documentation
  • Document Updates: Post changes and maintain computerized or manual control records and release documents notifying all affected departments
  • Reproduction Equipment Operation: Responsible for the reproduction of documents, operating reproduction equipment, and preparing reports and memorandums

3. Document Control Manager Overview

  • Deadline Management: Manage deadlines and ensure appropriate communication is provided (to relevant parties) when schedule conflicts arise
  • Audit Participation: Participate in all 3rd Party/internal audits, being fully cognizant of appropriate plans, policies, and procedures, and respond effectively to requests for corrective actions
  • Document Control: Take responsibility for the maintenance of controlled drawing sets
  • File Management: Establish engineering/document files following records retention standards
  • Package Assembly: Assembly and compilation of handover package per project requirements
  • Correspondence Management: Transmit, receive, record, and distribute e-mail correspondence and documentation according to established procedures
  • Transmittal Records: Maintain records of incoming document transmittals and prepare outgoing transmittals and packages (i.e., UPS, Federal Express, and United Postal Service)
  • Supplier Communication: Effectively communicate with suppliers via fax, e-mail, and/or telephone
  • Confidentiality Management: Ensure that the confidentiality of sensitive information is protected
  • Administrative Support: Perform other administrative duties as assigned by the Project Controls Manager

4. Document Control Manager Role Purpose

  • Change Review: Review changes before submittal to the CCB meeting at Collaborate
  • Report Generation: Run monthly ECO Metrics Reports to review with Change Analysts
  • Security Management: Security Officer for EDOG (Local European Sales) and ADOG (Local Asia Sales) Parts
  • User Acceptance Testing: Collaborate in User Acceptance Testing for New Agile system changes
  • Agile Evaluation: Collaborate on teams that are evaluating Agile changes
  • Agile Support: Take responsibility for Agile Import support
  • BOM Import: Import large PCBA BOMs into Agile for HOPS and other organizations
  • Knowledge Transfer: Transfer knowledge on how to write ECOs/MCOs to site BUs
  • Access Troubleshooting: Troubleshoot Agile access issues experienced by engineers
  • Document Retrieval: Retrieve documents in storage areas upon request
  • Document Distribution: Respond to requests for documents and distribute them

5. Document Control Manager Key Accountabilities

  • Document Control Management: Manage the organization and maintenance of an electronic document control and document management system
  • Procedure Development: Develop and implement specific procedures and processes for receiving and date‐stamping incoming documents, logging, distribution, filing, review, approval, and distribution
  • Process Optimization: Optimize document control processes to minimize double handling of information or manual entry of data
  • Workflow Improvement: Actively work towards improving and/or developing departmental procedures, workflows, and templates
  • Quality Assurance: Demonstrate commitment to quality assurance
  • System Interface: Establish the interface with any client or partner document management systems
  • Training: Provide training to the project team on document control tools and processes to ensure compliance with the project document control management plan
  • Staff Management: Supervise, mentor, and develop junior and intermediate document control staff
  • System Customization: Lead any modifications required to customize the document control and document management system to meet project requirements
  • Collaboration: Collaborate with other disciplines to ensure that all documentation is processed as per the project schedule
Relevant Information
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