WHAT DOES A DOCUMENT CONTROL SPECIALIST DO?

Updated: Mai 29, 2025 - The Document Control Specialist manages and maintains controlled documents, ensuring accuracy, completeness, and timely release through Agile. This position facilitates document reviews, approvals, and employee training to ensure compliance with established procedures. The specialist also supports audits, regulatory inspections, and continuous improvement initiatives to enhance quality and document control processes.

A Review of Professional Skills and Functions for Document Control Specialist

1. Document Control Specialist Responsibilities

  • Change Analysis: Act as change analyst for Document Change Orders (DCOs) and Deviations for all controlled documents within assigned departments.
  • Document Control: Manage Training positions and roles in Agile for assigned local and global departments.
  • Agile Management: Provide QA oversight to Supplier Non-Conformances (SNCs) generated by Customer Service.
  • Supplier Quality Assurance: Assist management with review and approval of corrective and preventative action (CAPA, Nonconformance Reports (NCR), and Quality Feedback (QFB)).
  • Corrective and Preventive Actions (CAPA): Assist with process audits to verify conformance with standard operating procedures.
  • Process Audits: Regularly provide status and updates to QA Management.
  • Reporting and Data Analysis: Generate or contribute to monthly reports provided to various departments and quality leadership.
  • Communication: Communicate information effectively from other departments to the QA team.
  • GMP and ISO Standards: Apply knowledge of Good Manufacturing Practices (GMP) regulations and industry standards as well as ISO general guidelines.
  • Data Entry and Analysis: Data entry and analysis into computer-based collection systems (Access, Excel, and Agile).
  • Record Retention and Retrieval: Ensure that all necessary reports are completed on time, and perform archiving as necessary as it applies to quality records.
  • Quality Systems Regulation (QSR) Training: Assist in all aspects of record retention and retrieval, and act as Administrator for record retention activities.
  • Time Management: Perform or facilitate annual Quality Systems Regulation (QSR) retraining as required by the quality management system.
  • Overtime Flexibility: As business needs dictate, work extended hours to complete daily department goals or tasks, including mandatory overtime.
  • Leadership Support: Perform other assignments related to the department as directed by leadership.

2. Document Control Specialist Details

  • Document Review Process Management: Establishes and manages proper document review processes.
  • Workflow Management: Take responsibility for workflow management (load, initiate the workflow, review and approve documented information).
  • Change Control Operations: Ensure efficient and effective execution of ISC QMS change control operations.
  • Change Package Management: Drive acceptability of change packages throughout the change process.
  • Change Package Completion: Ensure change packages meet a minimum level of completion before allowing the next step in the change process.
  • Role Assignment and Consistency: Ensure appropriate roles are assigned to approve each change and ensure consistency across all controlled items.
  • Document and Record Support: Establish Document and Record support to authors and (local) process owners in defining and producing Quality System documents and records.
  • Content Quality Assurance: Ensure proper quality of the content of documentation and records.
  • Stakeholder Support: Ensure adequate support for change control stakeholders, processing changes in ISC QMS.
  • Document Quality and Accessibility: Leads and supports (global) authors of controlled documents to be lean, well accessible, easy to maintain, and according to the agreed look and feel.
  • Metrics for Change Control: Provide input to metrics on change control processes performance for ISC QMS content.
  • Database Configuration: Ensure the structure of database objects and models are configured correctly in ISC QMS.
  • Metadata Management: Ensures proper documented information metadata management (classification, sorting, filing, and proper archiving).
  • Document Review Execution: Execute documented information review processes.
  • Business Process Ownership: Effective Business Process Ownership/Expert role for Document Control processes and tools in scope.
  • Leadership in Document Control: Leads and supports lower-level Document Control Specialists.

3. Document Control Specialist Job Summary

  • Collaboration and Support: Provide on-time collaboration and required support for all recurring NPIs and other sustaining changes.
  • Change Task Approval: Approve Change Tasks in the PLM system on time.
  • Project Accountability: Attend to project's accountability meetings to ensure that the change management process meets project requirements (timelines).
  • Change Management Guidance: Guide Change Management users for change submission.
  • Support Material Preparation: Elaborate supporting material for Change Management users (Visual Aids, checklists, etc).
  • Document Flow Management: Manage the flow of documents between internal and external partners and contractors for assigned projects.
  • Contract Review and Assessment: Coordinate, review, and assess contract submittals.
  • Construction Review: Review and process construction for project design submittals and ensure forms as per existing standards.
  • Project Documentation: Document pertinent project activities to maintain accurate records.
  • Quality Control Procedures: Implement QC/QA procedures and documentation as directed by senior staff.
  • Report and Correspondence Writing: Write or supervise the preparation of reports and correspondence, and communication with contractors, supervisors, local agency officials, subordinates, media, and the general public.
  • Customer Assistance: Provide customer assistance in locating specific data.
  • Technical and Reference Support: Provide technical/reference support, and appropriately classify records, documents, and other information media.
  • Technical Problem Solving: Solve simple, routine technical problems following established procedures and policies.
  • Communication and Explanation: Communicate with peers to explain facts, basic analysis, processes, and practices related to the area.

4. Document Control Specialist Functions

  • Manual Reproduction: Responsible for the reproduction of individual Company manuals.
  • Manual Creation: Responsible for the creation of new manuals, data gathering, and working with SMEs.
  • Manual Assignment and Distribution: Responsible for the assignment and distribution of individual manuals to Company personnel, contractors, and government agencies.
  • Manual Availability Process: Responsible for the manual distribution and manual availability process for all Company manuals.
  • Manual Revision Reproduction: Create the reproduction of individual manual revisions and provide duplicate manuals or revisions in the event of lost documents.
  • Document Revision Management: Maintain a current revision of all manuals, forms, documents, and documented policies in the quality management system.
  • Revision Tracking: Track and record revision transmittal documents from assigned manual holders.
  • Manual Revision Distribution: Distribute manual revisions to appropriate manual holders.
  • Project Team Collaboration: Work with the project team including engineers, project managers, real estate, environmental, operations, and other stakeholders.
  • Document Filing and Maintenance: File, maintain, and control all project-related documents in conformance with company standards and best practices.
  • Document Scanning and Organization: Scan, image, and organize hard copies of project documents.
  • Document Storage and Retrieval: Coordinate storage, archiving, and retrieval of project documents.
  • Bid and Design Package Assembly: Assist with assembly and routing of bid and design packages.
  • Document Review: Review incoming/outgoing documents for completeness.

5. Document Control Specialist Accountabilities

  • Documentation Management: Receive, track, and monitor documentation.
  • Data and Document Repository Management: Effectively manage all data and document repositories and databases.
  • Document Template Creation: Create document templates, ensure document control procedures and policies are followed, and provide suggestions for improvement.
  • Data Migration Facilitation: Facilitate the migration of existing Project data to the new Business Document Framework.
  • Non-Compliance Monitoring: Monitor, audit, and report on non-compliance.
  • Document Control Systems Maintenance: Maintain document control systems to an auditable standard.
  • Project Team Interface: Interface with the project management team and finance and operational assets department to review project deliverables costs and support external audits.
  • Document Control Guidelines: Set document control guidelines to comply with Company programs and ISO requirements.
  • QMS Documentation Compliance: Check QMS documentation compliance.
  • Document Review Management: Organize and ensure documents are reviewed and acknowledged by the process owner.
  • Visual Instruction Creation: Lead the effort of creating visual working instructions and ensuring proper relations with relevant documents.
  • Quality Records Management: Manage quality records retention and obsolescence.
  • QMS Training Support: Support and coordinate QMS training and maintain training records.
  • Competence and Skill Records Maintenance: Support to maintain competence and skill records updated.

6. Document Control Specialist Overview

  • Project Documentation Control: Control and maintain project engineering documentation in various internal systems and databases.
  • Department Collaboration: Interact with members of the department as you oversee the accuracy and completeness of project documentation.
  • SAP Document Management: Input documentation into SAP’s document management system.
  • Document Scanning and Uploading: Scan and upload documents according to site procedures.
  • Documentation Auditing: Audit documentation to ensure it conforms to company policies, practices, and quality standards.
  • Documentation Distribution: Issue/distribute documentation to the project teams and construction contractors.
  • Document Filing Setup: Set up document filing systems.
  • Document Control Progress Monitoring: Monitor doc control progress and prepare reports.
  • Document Classification: Read incoming documents to determine how and where they should be classified or filed.
  • Document Preparation for Scanning: Prepare all documents received to ensure they are ready to be placed through the scanner.
  • Document Filing: File documents in appropriate filing locations and create accurate manifests.
  • Document Imaging: Scan documents into the imaging repository system.
  • Original Documentation Tracking: Ensure all original documentation is tracked.
  • Document Redaction: Redact documents if required for audit.

7. Document Control Specialist Tasks

  • Configuration Management: Assist with Configuration management/control of technical drawings, Solidworks models, Engineering Change Notices, and parts database for an engineering group located at a customer location.
  • Document Control Support: Assist Document Control personnel with the management and processing of engineering documents.
  • ECN Processing: Process ECNs to control revisions of engineering documents.
  • Document Scanning and Maintenance: Scan, image, organize, and maintain documents.
  • Data Entry: Perform data entry of parts into the technical database.
  • Document Lifecycle Management: Manage documents for the origination, revision, obsolescence, and periodic review.
  • Document Change Management: Prepare and record changes to official documents and confirm changes.
  • Technical Data Package Validation: Validate technical data packages to ensure the completeness of engineering documentation, identify missing data, and affirm the availability of source file information.
  • Parts List Management: Maintain, validate, and create a parts list.
  • Documentation Distribution: Release and distribution of documentation to various functional areas.
  • Part Number Database Management: Maintain and validate part number database.
  • Data Accuracy: Ensure accuracy and completeness of data.
  • Record Archiving: Archive inactive records following the records retention schedule.
  • Drafting Support: Light drafting duties, including but not limited to minor drawing revisions and edits.
  • Cross-department Support: Support other departments in their needs for Configuration Management information.

8. Global Document Control Specialist Roles

  • Document Control Initiatives: Identify and support document control initiatives to strengthen quality and regulatory compliance in line with the Company’s policy and objectives.
  • DCR Processing: Perform Document Change Requests (DCRs) processing in the OneDoc Corporate Document Control system.
  • Global Management System Support: Maintain and support improvements of the established global management system GetAligned, including document control and record retention.
  • DCR Review and Compliance: Submit and review DCRs, assuring correctness and compliance with local and corporate procedures.
  • Change Activity Creation: Create change activities for word processing and router changes. Implement routing changes.
  • Document Proofreading: Proofread documents for accuracy.
  • DCR Completion: Complete DCRs (Verifying affectivity dates, etc.).
  • OneDoc Support: Provide overall support to the OneDoc user community by providing guidance on the Document Change Request process, troubleshooting OneDoc system issues, and answering general questions relating to the OneDoc application.
  • Workflow Management: Manage workflow, including business-critical DCRs daily.
  • Metadata Integrity: Maintain metadata integrity.
  • DCR Facilitation: Facilitate the creation and processing of DCRs on behalf of users who cannot access the system.
  • OneDoc User Training: Train new OneDoc users and communicate OneDoc enhancements to the user community.
  • IT Support Interaction: Interact with IT support to solve system issues involving OneDoc.

9. Document Control Specialist Role Purpose

  • Inbound Communication Processing: Receives and processes inbound communications including medical or other types of charts/files, claims, faxes, emails, standard mail, or other related system communications either hard copy, voice, or electronic.
  • Mail Management: Manages and separates all mail correspondence.
  • File Packet Preparation: Prepares file packets for entry into the imaging system by removing staples, paper clips, duplicate forms, and unnecessary forms.
  • Document Quality Monitoring: Monitors the quality of documents during scanning.
  • Document Imaging and Indexing: Prepares, sorts, scans, reviews, and indexes documents for electronic imaging.
  • Data Indexing: Indexes batches of data once scanned into the imaging system.
  • Batch Verification and Rescanning: Defines and/or deletes batches and/or documents for re-scan or batch verification.
  • Document Indexing: Indexes scanned documents into the imaging system by typing names, account numbers, dates of service, and insurance information in the appropriate batch categories.
  • Scanner Maintenance: Performs regular daily maintenance of scanner.
  • Paperwork Matching: Matches corresponding paperwork to accounts.
  • Returned Mail Management: Maintain returned mail for incorrect addresses.
  • Outgoing Mail Handling: Folds, inserts, and mails outgoing correspondences.
  • Supply and Document Management: Manages supply levels of envelopes and all archived documentation.
  • Copier Maintenance: Ensures convenience copiers are functioning properly and checks for quality via daily inspections.

10. Document Control Specialist Duties

  • Document Control Activities: Independently perform routine Document Control activities, including reviewing Change Order packages for accuracy and completeness.
  • Change Order Facilitation: Independently facilitate the Change Order including formatting, coordinating the review and approval process, tracking and routing controlled documents, and releasing documents in Agile promptly.
  • Document Management System Maintenance: Maintain the document management system - Agile.
  • User Assistance and Training: Provide user assistance and training on document control and record management systems, processes, and procedures.
  • Document Control Training: Perform Document Control training for new and existing employees, and file employee training records (both hardcopy and electronic).
  • Document Conversion: Convert paper documents into electronic format by transitioning them to Agile.
  • Training Notifications: Send email notifications for training required on newly released documents and follow up to ensure training is performed on time.
  • Training Log Management: Manage employee Training Log to ensure employees are trained on all applicable documents. Follow up for any outstanding required training and update the log appropriately upon receipt of the training records.
  • Records Management Support: Perform duties in support of established records management procedures for paper and electronic records and management of the on-site document vault records storage and retrieval.
  • Document Archival and Organization: Manage and maintain the archival of master documents and records (both hardcopy and electronic) such that required documentation is retrievable and files are accurate, complete, and well-organized.
  • Continuous Improvement Participation: Manage/participate in projects/assignments that support continuous improvement efforts and department goals as assigned by Quality Management.
  • Document Control Representation: Represent Document Control in project and functional meetings.
  • Quality System Support: Provide general support for the overall Quality System.
  • Audit and Inspection Support: Provide support for audits and regulatory agency inspections.
  • Document Control SOPs and Work Instructions: Initiate and revise applicable Document Control SOPs, Work Instructions, and other documents.
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