What Does A Document Controller Do?

WHAT DOES A DOCUMENT CONTROLLER DO?

Overview Job Description Resume Cover Letter Skills Roles

Updated: Jun 4, 2025 - The Document Controller develops and maintains a documentation management system to support the ERP-SAP integration project, ensuring all documentation is tracked and complies with internal and external requirements. This role involves coordinating document review and approval processes, ensuring adherence to project schedules, site policies, and cGMP compliance. The controller also drives continuous improvement of documentation management processes through training programs and accurate schedule updates being implemented.

A Review of Professional Skills and Functions for Document Controller

1. Document Controller Responsibilities

Document Management: Track, transmit, and accurately file paper and electronic engineering documents, drawings, and internal and external correspondence.
Documentation Control: Manage technical and non-technical documentation and records.
Process Improvement: Support continuous improvement of Document Control system procedures and processes.
Technical Drawing Understanding: Work with and understand technical drawings and related documentation.
Request Handling: Respond to internal and external documentation requests, act as the point of contact for all documentation activities within the business.
System Integration: Transfer project documentation using client systems, including SharePoint, Firmex, and Exostar.
Reporting: Compile and report statistical information.
Project Documentation: Prepare project-specific documentation and liaise with the project team to determine the relevant document cycle.
Clerical Tasks: Perform routine clerical tasks including data entry, scanning, distributing, and preparing documents for issue.
Archiving: Correctly file documentation and prepare it for record archiving.
Security Compliance: Maintain current security clearances and credentials.

2. Document Controller Accountabilities

Documentation Management: Manage all official documentation, including standardized procedures.
Process Implementation: Ensure effective implementation of document control processes.
Record Keeping: Ensure accurate records of all official documentation generated by the company.
Data Storage: Store data in the Document Management System.
Objective Achievement: Ensure the attainment of departmental objectives.
Process Support: Support in analyzing, organizing, and managing Document Management processes and activities.
Task Monitoring: Control and monitor related tasks.
Compliance Assurance: Ensure maintenance and compliance across the Company.
Knowledge Transfer: Ensure knowledge transfer and preservation of Document Management matters across the group in line with the Company's best practices.

3. Document Controller Job Description

Document Control: Transfer department design document control.
Collaboration: Liaise with technical teams to create, update, and approve required production, quality control, and associated supporting documentation.
Procedure Development: Produce and maintain department procedures and training modules.
Documentation Tracking: Plan and track product documentation through later stages of BBI’s development process, through transfer and into routine manufacture.
Compliance Management: Responsible for transferring department compliance to BBI’s quality system.
Compliance Monitoring: Control and maintenance of Transfer compliance activities including any deviations and non-conformances plus liaison with the quality department to drive CAPA activities.
QMS Support: Support the site QMS following ISO 13485, cGMPs (21CFR 820), and Global Quality System procedures.
Audit Support: Support the customer audit process.
Relationship Management: Maintain positive relationships with Site functions.
Request Handling: Ensure site and customer requests, general queries, and requests for documentation.
Questionnaire Completion: Complete questionnaires promptly for the scope of the department.

4. Document Controller Essential Functions

Document Maintenance: Maintain documents and revisions to ensure a complete and up-to-date repository of information.
Review Process Management: Manage and monitor the document review and assurance process.
Approval Workflow Management: Manage the approval workflows.
Document Organization: Manage classification, sorting, indexing, filing, archiving, and retrieval activities of all documentation.
Compliance Management: Ensure compliance across all information in line with standards, protocols, and security measures.
Process Development: Assist in the development, maintenance, and rollout of document management processes and systems.
Administrative Support: Assist the teams with general administration.
Quality Assurance: Take responsibility for QA checking information to company standards.
Reporting: Collate relevant reports for the business reviews.
Continuous Improvement: Lead and participate in Continuous Improvement projects.

5. Document Controller Role Purpose

Documentation Management: Develop and maintain a documentation management system to coordinate and manage all documentation required to support operations and all projects across the ERP-SAP integration project.
Tracking and Metrics: Develop and maintain trackers and tools to support metrics and tracking of documentation.
Document Review Coordination: Coordinate internal and external review and approval of documentation to meet manufacturing and project requirements.
Schedule Management: Proactively progress documents to achieve schedule adherence and to site policies and compliance with cGMPs.
Document Formatting: Update and format documentation including SOPs, forms, logbooks, and label templates.
Document Processing: Coordinate processing of documents in PDOCS.
Point of Contact: Be a reliable point of contact for the documentation process and the current status of documents.
Process Improvement: Responsible for implementation and continuous improvement of documentation management processes/systems.
Schedule Updates: Ensure any relevant updates to the finite schedule are accurately reflected.
Training Development: Develop and deploy training programs.
Report Preparation: Assist in the preparation of reports/presentations.

6. Document Controller Duties

Document Control: Check the quality of documents and monitor processes and compliance with company verification systems
Documentation Support: Provide advice, support, and assistance to the project team in the storage and management of all project documentation
Filing System Management: Set up and manage project filing systems
Record Maintenance: Maintain updates of records of all approved documents and drawings, and their distribution
Document Tracking: Record, check, and track all incoming and outgoing project documents
Version Control: Ensure all management system documentation is the latest version and easily accessible
Register Updating: Update document/drawing registers and obtain relevant approval for issue to project stakeholders
Report Preparation: Prepare regular project reports for the Project Manager with current registers

7. Document Controller Details

Document Registration: Registering documents received from the supplier into the SAP PLM system.
Document Registration: Registering documents originating from the Customer or 3rd party into the SAP PLM system.
Document Release: Releasing documents produced in-house into the SAP PLM system
Document Submission: Submitting documentation to Customer and other external parties following customer/project specifications
Comment Registration: Registering and distributing comments received from customers within Aker Solutions.
Supplier Notification: Notifying the supplier of the acceptance code and comments provided by Aker Solutions for their information/action.
Document Distribution: Distributing documents within Aker Solutions for technical review or information
System Handling: Handling the Documentation Transfer System as per Aker's work instruction.
Document Verification: Verifying received documents to ensure compliance with Aker's administrative and project-specific requirements
Metadata Handling: Handling SAP metadata following Aker's administrative requirements and project-specific requirements.

8. Document Controller Responsibilities

Implementation Planning: Develops and executes an implementation plan to meet site objectives.
Regulatory Compliance: Establishes regulatory compliance programs and procedures, such as ISO documentation, to ensure ongoing compliance with agency and/or government regulations.
Procedure Development: Develops and communicates site procedures to facilitate employee and process compliance
Policy Support: Assists in policy development
Documentation Management: Develops and maintains documentation.
Document Processing: Routine processing of documents, including plans, procedures, work instructions, forms, and reports to issue documents, manage changes, reviews, and approvals.
Report Preparation: Prepares applications, reports, etc., required by the agency, for management approval.
Program Evaluation: Reports program effectiveness and issues, and makes recommendations to site management.
Audit and Training Coordination: Develops and coordinates audit and training programs
Corrective Action Coordination: Assists in coordinating corrective actions, management, and follow-up
Regulatory Assessment: Identifies needs for evaluation/assessment concerning regulatory issues and conducts or enlists internal/external experts to investigate, test, and/or audit
Corrective Action Implementation: Recommends corrective action to management and implements approved solutions
Compliance Monitoring: Follows up to ensure compliance.

9. Document Controller Job Summary

Project Documentation Management: Manage project documentation from creation to retention and on into archiving
Document Management System: Maintain a document management system, either manually or electronically
Document Version Control: Maintain document history and authentication (versions and revisions)
Document Distribution Control: Control the issue and distribution of project documentation
Document Traceability: Ensure all documentation transmitted is recorded and traceable

10. Document Controller Accountabilities

Document Control Support: Provide comprehensive Document Control support to the Project and the relevant stakeholders
Project Information Support: Work closely with, learn from, and provide support to the Project Information Manager
Document Control Systems: Maintain document control systems, including document registers
Document Transmission Compliance: Ensure controlled documents are transmitted following project-specific procedures
Client Liaison: Actively liaise with client counterparts, e.g., Document Controller, Project Administrator, and Administration Team members

11. Document Controller Functions

QA/QC Coordination: Liaise with the QA/QC Engineer concerning the daily tasks or any requests.
Correspondence Uploading: Upload relevant correspondences or information received onto the Job file and advise Operations.
Job Book Updating: Update the Job book with the job number and the information received.
Report Generation: Generate test reports or other required documents in compliance with the Customer/Company procedures or relevant standards.
Certificate Register Updating: Update the test certificate register after generating the test reports.
Document Filing: File documents in physical and digital records in the dedicated filing systems.
PSV Register Updating: Update the Engineering of any updates required in the PSV register.
Job Closure: Close the job once completed, update the job book with the information received, and advise operations.

12. Document Controller Job Description

Ad Hoc Document Control: Assist the team with all ad hoc document control
Documentation Consistency: Ensure consistency of documentation submissions
Information Recording: Accurately record information on project documents
Reference Number and PO Issuance: Issue reference numbers and POs
Report Review and Creation: Review and create documented reports
Documentation Distribution and Archiving: Distribute and archive project documentation
System Upload/Download: Upload and download documentation onto internal systems
Confidential Document Handling: Scan, copy, and file confidential documentation
Report Maintenance: Maintain, create, and review reports
Audit Compliance: Comply with audit guidelines and company processes
Ad Hoc Project Support: Ad hoc project support

13. Document Controller Overview

Deliverables Management: Generates the list of deliverables (drawings, datasheets, checks vendor drawings, manages document numbering and revisions as per contract specifications).
Document Receiving and Issuing: Receives and issues documents according to the document/drawing distribution matrix.
Technical Documentation Management: Formats, implements, and manages technical documentation to meet the demands for production of labelling documents, manuals, and testing procedures.
Engineering Document Submission: Ensures that all engineering documents are checked and submitted on time before the document’s submission due date.
Technical Revision Management: Manages revisions of technical documentation and delivery of global labelling and content.
Data Integrity Assurance: Ensures the integrity of data and document use
Controlled Document Distribution: Ensures that controlled copies of the latest approved documents and drawings are given to the appropriate staff, client, and suppliers.
Documentation Recording: Records and files all documentation between the engineering dept, the projects dept, suppliers, and consultants/customers.
Document Number Allocation: Allocates document numbers to incoming documentation from suppliers.
Document Archive Maintenance: Maintains updated records of all approved documents and drawings in the Document Archive and the File Server with easy traceability.
File and Log Maintenance: Maintains the files and control logs as required by the project procedures.

14. Document Controller Details and Accountabilities

Project Coordination: Work closely with the project team to maintain a current and accurate understanding of project status, issues, and changes.
Correspondence Management: Collaborate with work teams to develop and implement best practices for correspondence management on projects.
Document Control Guidance: Provide solutions and guidance to the business center and project teams to ensure that document control procedures, processes, and systems are clearly understood and properly utilized.
System Development and Maintenance: Build, utilize, and maintain effective systems and lead the development, enhancement, and roll-out of tools to support document control processes
Document Management: Ensure effective document management and control for all projects following established procedures and/or standards.
Software Coordination: Responsible for the coordination and use of the respective software platforms for the development of the project deliverables as required by project contracts.
Proposal Support: Responsible for opening internal proposal folders, updating project experience CVs, preparing letter proposals, developing schedules for proposals and projects, and providing post proposal support.
Record Auditing: Manage and regularly audit proposal and project records.
Administrative Support: Assist with shipping, receiving, fleet management, reception, and general administrative activities.
Sample Intake Management: Manage the intake of various samples from homeowners and contractors.

15. Document Controller Tasks

Documentation Management: Documentation management, including processing, distribution, and filing of all documents associated with medical devices using the Integra Document Management System
Change Request Initiation: Initiate change requests for new and amended documents.
Document Routing: Route controlled documents through the approval and implementation process.
Controlled Document Maintenance: Issue and maintenance of controlled documentation.
Document Control Reporting: Report to Management on Document Control metrics.
Task Execution: Carry out other tasks or responsibilities as directed by the QA Compliance Supervisor

16. Document Controller Roles

Report Review and Organization: Reviewing and organizing MTR, machining report, in-process inspection reports, welding report, hydrostatic test report, etc
CoC Preparation: Preparing the CoC and submitting it to the Customer.
Document Translation and Updating: Translating and updating quality system documents
Standards and Document Control: Controlling external/internal standards and documents.
Audit Support: Supporting workstation audit, internal and external audit, and other quality activities.
Regulatory Compliance: Being fully compliant with company regulations and EHS requirements

17. Document Controller Additional Details

Document Control: Control the identification, registration, review, distribution, and retention of all project-related design, client, and vendor documentation
Data Flow Management: Ensure an efficient data flow into and out of the team binder/document control
Drawing Traceability: Establish and maintain a database system for the traceability of all Engineering Drawings
Filing System Maintenance: Maintain the project filing system, which includes preparing the electronic and hard copy documentation for archiving through to project completion
Best Practice Program Management: Establish and maintain the LP Best Practice Transfer Program
Administrative Relief Support: Location-specific relief support to Project Administration Assistants whilst taking personal leave (refer to the project administration assistants' position description/procedures)
Document Expediting: Expedite outstanding document approvals and transmittals for project records
Document Distribution: Ensure the timely distribution of documents through the transmittal process
Process Consistency: Establish processes and procedures to ensure consistency across the three program locations and interface with the external Engineering Service Providers
Project Contact Database Maintenance: Maintain a database of key project contacts
Contact Information Management: Address, telephone/fax numbers, contractor details, etc, across the Large Projects Group
Schedule and Function Coordination: Maintain distribution lists, meeting/time schedules, and functions/workshops for key Large Project resources
Resource Transition Support: Assist the Capital Admin Team Leader with the transition of resource mobilisation/demobilisation to/from the Large Projects Team

18. Document Controller Essential Functions

Document Receipt and Distribution: Receipt, issue, and distribution of documents and data to all parties, maintaining records of issues.
Design Information Documentation: Responsible for documenting the design/construction information as it arrives, its status and revision, following the Design Management Plan, and for formally returning reviewed information to the designers
iCosnet Management: Maintain iCosnet for all documents and create document reports
Document Management Implementation: Implement document management activities following the information management procedure.
Repository Maintenance: Maintain and protect document and data repositories (hard and soft copy)
Metadata Review: Review and amend existing project documentation metadata.
Review Tracking: Track document review progress and report outcomes.
Information Management on Site: Manage the design/construction information on site to ensure that all members of the contract team have the latest revision of design/construction information and are aware of any comments that may affect progress or rework on site.
SHE Information Support: Assist with the management of SHE (Safety, Health, and Environment) information and ensure it is captured on iCosnet.
Handover Information Support: Support the handover manager and ensure that project information is updated in line with the handover requirements
Technical Query Management: Issue Technical Queries to relevant parties and maintain the TQ Register
Document Archiving: Archive documents and data.

19. Document Controller Role Purpose

Documentation Maintenance: Responsible for maintaining company documentation to the highest possible standard.
Document Control: Control the numbering, filing, sorting, and retrieval of electronically stored or hard copy documentation produced in a timely, accurate, and efficient manner.
Information Management Support: Maintain electronic files and reports within the information management system, providing advice, support, and assistance to internal stakeholders in the storage and management of company documentation
Document Quality Monitoring: Check the quality of documents and monitoring processes, and compliance with company verification systems
Filing System Management: Set up and manage company filing systems
Record Maintenance: Maintain updates of records of all approved documents and their distribution
Document Tracking: Record, check, and track all incoming and outgoing documents
System Health Monitoring: Conduct health checks to monitor the integrity of the company's document management systems.
Administrative Assistance: Assist with any other administrative duties as required by the leadership team
Process Improvement: Independently seek opportunities to streamline and improve
Document Control Training: Train employees in document control processes

20. Document Controller Key Accountabilities

Compliance Assurance: Ensure compliance with Document Control and Documentation Management Plan.
Document Upload and Distribution: Ensure accurate uploading and distribution of project-related documents, records, and correspondence.
Document Audit and Monitoring: Audit, monitor, and self-check project document control and records management activities.
Procedure Development and Compliance: Contribute to the development of control checks and document control procedures, ensure they are followed, and report any issues.
TeamBinder Utilization: Ensure that TeamBinder is being used as the primary system for communication and document management.
Drawing and Document Revision Control: Ensure all new revisions of drawings and documents are replicated in and appropriately distributed in TeamBinder.
Training and Support: Share knowledge and provide training and support in the use of TeamBinder and document control to ensure understanding by the wider project team.
Functional Support: Provide functional support to the document control and quality, and completion management.
Document Administration: Administer documents, records, and correspondence.
Control Checks and Audits: Perform document control checks and audits.
Issue Identification and Resolution: Proactively identify and flag procedural issues and suggest solutions.
Performance Feedback: Feedback on document control performance.
Report Preparation: Prepare regular reports on document listed activities
Document Transmission Compliance: Ensure that all documentation is transmitted following the project guidelines
Work Planning: Plan and schedule own work to meet required timelines and outputs, understanding requirements and clarifying.
Work Schedule Management: Develop and manage own work schedule to ensure the efficient control of project documentation and that all tasks are completed within specified timeframes
System Configuration and Training: Establishment and coordination of project requirements of systems configuration, training of administration and project team members, and development of training documentation
Document Preparation: Prepare and/or coordinate and modify documents, including general correspondence, reports, drafts, memos, submissions, and emails
Filing System Maintenance: Maintain Company and project-specific filing systems and disciplines, both electronic and hard copy

21. Document Controller General Responsibilities

Document Control Management: Day-to-day management of the Document control processes and systems, ensuring quality standards are maintained in line with industry standards, and providing performance management feedback regularly to maximise the document control function's effectiveness.
Data Flow Implementation: Develop, implement, and maintain robust and secure data information flow processes using SharePoint within the CCUS project and any external third parties.
Document Control Advocacy: Advise, influence, and promote the benefits obtained from a centralised document control function, ensuring successful roll-out to all teams.
Document Management Plan Updating: Update the Document Management Plan to ensure all current practices remain documented for resilience purposes
Policy Adherence: Ensure adherence to the Company's Information Management Policy and Document Control Standard Procedures.
Project Document Support: Support with managing all Project documents for engineering/technical, commercial, and reference documents is properly classified and appropriately stored
Register and Matrix Maintenance: Initiate and maintain project document registers and distribution matrices in collaboration with the Project Managers and Discipline Leads
External Document Registration: Register and distribute external documents.
Reporting and Audit Compliance: Provide necessary reports to wider teams and, on an ad-hoc basis, demonstrate compliance with QA requirements through an audit.

22. Document Controller Functions

Client Meeting Participation: Attend meetings with the PM and the client if information is requested for the scheduling/issuance of the final documentation, and/or the applicability is discussed, penalties, and/or the payment schedule
Final Documentation Management: Manage the final documentation to obtain customer approval after order fulfillment, collecting the deliveries of the PMs.
Data Book Issuance: Issue Data Books on customer requests and corporate interests
After-Sales Support: Support the After Sales staff by providing all information, clarifications, and documents required for the resolution of post-shipment problems
Customer Communication: Maintain constant contact with the customer to ensure a relationship of continuous collaboration, without ambiguity as regards the interpretation and management of the project ITP
Report Updating: File out and update reports as requested by the Project Management Manager
Customer Relations: Keep good relations with customers and always guarantee a timely response, even in the absence of the PM
Customer Support: Ensure professional support to customers to ensure the satisfaction of their expectations, which translates into commercial returns for the company
Contract Analysis: Complete the detailed analysis of the contract to check that all the necessary and mandatory requirements are present, and complete the system entry and booking entry
Order Entry: Enter the order into the system and then create the internal order/project internally, according to all the information made available by the seller
Project Coordination: Constantly coordinate and promptly with the Project Management Manager to highlight discrepancies concerning the parameters initially planned, to alert to possible risks and impacts, and allow the functions to proceed to control and review the planning in accordance.

23. Lead Document Controller Job Summary

Documentation Support: Support the team in maintaining accurate and accessible records of documentation.
Document Management: Manage the successful distribution, quality assurance, storage, and retrieval of drawings and documents.
Record Maintenance: Maintain spreadsheets and records of project documents, sharing updates with relevant teams.
System Monitoring: Monitor Document Management Systems to check compliance and manage distribution lists.
Training and Guidance: Provide training and guidance on the use of platforms to members internally to champion best practices.
Document Numbering Advisory: Advise colleagues on document numbering and communicating changes to the numbering protocol.
Cross-Team Communication: Communicate all current documents, information, and drawings across teams.
QA Document Advisory: Advise on corrections and changes to QA rejected documents.

24. Lead Document Controller Overview

HSSEQ Leadership: Ensure HSSEQ goals, objectives, and targets are met through personal leadership and involvement.
Project Delivery: Safe delivery and handover of the Project to the Owner, sustainably, safely, on time, within budget, ensuring that a quality product is produced that represents ‘best value’ for the Owner and their Stakeholders.
Document Focal Point: Act as the focal point for the receipt, registration, sorting, archiving, and retrieval of all Project documents related to the Project.
Administrative Coordination: Coordinate and facilitate all necessary administrative support services for the Project.
Documentation Oversight: Monitor, lead, and follow up activities related to the administration and management of technical Documentation for the Project from conception through to handover
Document Organization: Ensure that all Project documents are properly organized and maintained with the required level of integrity and confidentiality.
Document Administration and Logistics: Administer all Project official documents with the Owner and the EPC Contractor and provide logistics coordination and support to the Owner and PMC teams.

25. Document Controller Details and Accountabilities

Document Life Cycle Management: Manages processes within the document life cycle (drawings, documents, work packs, reports, procedures, manuals, requests, etc.) such as registering, tracking, retrieving, issuing, distributing, and reporting upon document/drawing status in accordance with methods/procedures implemented.
Document Registration Support: Assists in the registering, collecting, and receiving of documents and records related to the refinery’s management systems from internal and external sources.
Document Distribution: Ensures that documents (memos, procedures, work instructions, etc.) are properly distributed to the appropriate users, considering user privileges and restrictions for access, including subcontractors and suppliers.
Document Update Control: Ensures documents in circulation are updated, superseded, and obsolete files are filed according to the document control procedures.
Document Storage: Ensures that documents are properly stored/retained to prevent damage and deterioration.
Log and Transmittal Maintenance: Maintains logs and transmittals to keep track of all document correspondences and transactions.
Register and Issue Control: Maintains and updates all document registers, and controls of issue and receipt of all documents and drawings.
Technical Submission Preparation: Liaises with the project team member for the preparation of all technical submissions.
Submission Tracking: Ensure all submissions are submitted on time, appropriate approval/rejection is obtained and formally recorded, and that changes and revisions are managed as part of the document control process.
Interdepartmental Collaboration: Collaborates with other departments on the timely submission of reports in compliance with regulations.
Document Auditing: Conducts document audits in the refinery to ensure that all files in circulation are active and current.
Reference Material Maintenance: Maintains references, manuals, books, and standards in the document control center.
DC System Operation: Maintains and operates the refinery’s DC system or software
Compliance Documentation Compilation: Compiles documents required to comply with the government agencies of Papua New Guinea.
DC Training Presentations: Conducts presentations on the implementation of the DC system and procedures.
Compliance Document Submission: Submits compliance documents to government agencies and executes DC procedures when handling and maintaining compliance documents.

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