WHAT DOES A DOCUMENT DO?

Published: Jun 4, 2025 - The Document Professional delivers high-quality document processing services by ensuring accuracy, formatting consistency, and adherence to branding guidelines. This role involves utilizing advanced software tools to create, edit, and proofread a wide range of professional documents. This position also maintains confidentiality and meets tight deadlines in fast-paced corporate environments.

A Review of Professional Skills and Functions for Document

1. Document Controller Key Accountabilities

  • Document Management: Utilise the control document management system (CDMS).
  • Document Register Maintenance: Set up and maintain document registers, including transmittal systems and databases.
  • Project Documentation: Administer and maintain key project documents.
  • Record Keeping: Collate case history documentation for lifetime records and enter into the system.
  • Safety Observation: Conduct safety walks and task observations.
  • Document Control: Track document changes and chase approval from relevant station groups/authorisers and through action tracking report status.
  • Team Collaboration: Work closely with the project team, assist in the verification of drawings and document markups.
  • Reporting: Generate project status and progress reports.
  • Project Close-out: Maintain and track close-out requirements for ongoing Projects.
  • Intranet Management: Lead and manage the intranet site.

2. Document Analyst Job Summary

  • Document Analysis: Analyze a variety of documents
  • Data Entry: Transfer incoming data into the database within established timeframes
  • Internal Review Coordination: Request appropriate internal reviews
  • Interdepartmental Communication: Communicate with other departments regarding documents received and outstanding documents
  • File Management: Create and maintain detailed and organized files
  • Email Monitoring: Monitor email inboxes, sending emails to internal and external recipients
  • Information Request: Request specified information from medical facilities and insurance carriers
  • Follow-up Communication: Conduct follow-up calls to confirm the status of requests, and enter status updates in the database
  • Contract Preparation: Prepare contracts and supporting documents according to company policy and procedures
  • Software Utilization: Use computer processing, spreadsheet, and database software to prepare reports and documents
  • Mail Sorting: Sort incoming mail and courier deliveries
  • Mail Preparation: Prepare and send outgoing mail and courier parcels

3. Document Control Administrator Roles and Responsibilities

  • Data Entry: Accountable for general data entry.
  • Task Organization: Organize tasks and workflow.
  • Information Management: Enter, retrieve, and analyze various information.
  • Change Processing: Process customer and internal changes.
  • BOM Creation: Create Bills of Materials in PLM
  • Project Documentation: Maintain project files and schedules.
  • Cross-Functional Support: Assist Engineers and interact with other departments.
  • Discrepancy Resolution: Research and resolve discrepancies.

4. Document Control Coordinator Duties

  • Governance Support: Support global and regional document owners with protocol governance submissions to governance committees
  • Meeting Coordination: Manage calendaring of weekly meeting reviews, sending Outlook invites, and tracking of required attendees
  • Document Quality Control: Perform Quality Control (QC), proofreading, and editing of study documents before uploading to the document management system (e.g., EPIC)
  • Document Upload: Upload study summary documents into the document management system
  • Submission Liaison: Act as liaison between authors and the approving governance body to speed the submission process
  • Process Communication: Act as department representative to communicate and educate on governance processes, answer general questions, troubleshoot problems, and assist in resolution
  • SharePoint Management: Manage and update the SharePoint tracker and provide regular metrics reporting
  • Milestone Tracking: Track document milestones and completion
  • Training Preparation: Prepare training materials for study document submissions to governance
  • Team Training: Provide training and guidance to new team members
  • Compliance Reporting: Run and prepare reports from tracking systems to monitor publications and compliance

5. Document Control Manager Additional Details

  • Compliance Management: Maintaining client compliance and the management of receiving, transmitting, tracking, and storing documents.
  • Document Control Administration: Developing and administering all document control-related activities.
  • Team Supervision: Coordinating, supervising, and delegating the daily duties of the document control staff.
  • Staff Training: Developing and administering training for the document control staff.
  • Staff Coaching: Coaching and evaluating.
  • Policy Development: Developing and coordinating new policies and procedures regarding document control processes.
  • Package Coordination: Coordinating the preparation and dissemination of bid packages, turnover packages, and construction packages.
  • Document Research: Researching files and records to find the appropriate documents requested by personnel.
  • Client Support: Responding to client requests of all types.
  • Document Tracking: Tracking the flow of documents with the use of Access and/or Newforma databases.

6. Document Control Specialist Role Purpose

  • Document Processing: Manage the processing, review, and approval of all revision-controlled documents
  • eQMS Management: Manage Matrix Requirements, an electronic Quality Management System (eQMS) and Document control database
  • Change Order Processing: Process Software and Document Change Orders in the eQMS, provide as-needed training on the use of the eQMS and change control procedures
  • Document Compliance Review: Periodically review documents and records for completeness and compliance with QSR, ISO requirements, and Company procedures
  • Metrics Reporting: Collect, process, monitor, maintain, and report quantitative and qualitative metrics related to the effectiveness and efficiency of change management processes and progress toward defined quality goals
  • Review Meeting Support: Assist in the preparation of documents/metrics for Management Review meetings and maintain meeting records
  • Quality Improvement Coordination: Coordinate, manage, and lead programs related to quality improvement
  • Training Record Maintenance: Maintain employees' training matrix and records
  • Training Needs Assessment: Determine additional training needs on the revised documents
  • QMS Document Control: Ensure all documents for other QMS processes, such as Approved Supplier List (ASL) and records, or external standards, are current
  • Audit Support: Support internal and external audits, supplier audits, and other RA/QA meetings

7. Document Coordinator General Responsibilities

  • Quality Culture Advocacy: Serves as a champion of Worldwide’s QMS by participating and encouraging a strong quality culture
  • Document Control: Performs document control activities throughout the GxP QMD lifecycle, including supporting the development, deployment, revision, retirement, and archiving of QMDs
  • Metrics Tracking: Supports tracking and reporting of metrics for the document control and internal compliance functions
  • Governance Committee Support: Contributes to preparation for the QMD Governance Committee (QMD-GC) meeting, could be assigned administrative duties regarding QMD-GC quorum management, minutes, and archiving
  • Index and Tracker Maintenance: Assists with the maintenance of the QMD Master Index, SOP Master Index, eQMS data entry, QMD deviation routing, tracking, and archiving, and with other QMD management trackers and tools
  • Document Dissemination: Supports the process for external dissemination of Worldwide’s QMDs
  • Stakeholder Collaboration: Collaborates with internal stakeholders to ensure compliance with the QMS and QMD lifecycle procedures
  • Goal Execution: Executes individual goals for and supports the team objectives of the QA document control organization
  • Cross-functional Participation: Participate in other departmental or cross-functional initiatives

8. Document Management Analyst Accountabilities

  • Case Review: Reviews case materials and is familiar with issues relevant to the legal issue at hand.
  • Legal Research: Searches for and summarizes relevant articles in trade magazines, law reviews, published studies, financial reports, and similar materials for use by attorneys in the preparation of opinions, briefs, and other legal documents.
  • Legal Digest Preparation: Prepares digests of selected decisions or opinions that incorporate legal references and analyses of precedents involved in areas of well-defined and settled points of law.
  • Witness Interviewing: Interviews potential witnesses and prepares summary interview reports for the attorney's review.
  • Pre-trial Support: Participates in pre-trial witness conferences, notes possible deficiencies in case materials (e.g., missing documents, conflicting statements) and additional issues or other questionable matters, and requests further investigation by other agency personnel to correct possible deficiencies or personally conducts limited investigations at the pre-trial stage.
  • Exhibit Preparation: Prepares and organizes trial exhibits, such as statistical charts and photographic exhibits.
  • Citation Verification: Verifies citations and legal references on prepared legal documents.
  • Testimony Summarization: Prepares summaries of testimony and depositions.
  • Document Drafting: Drafts and edits non-legal memoranda, research reports, and correspondence relating to cases.

9. Document Management Specialist Overview

  • Records Management Development: Assist in the development of records management protocols that meet NARA regulations, Section 508 conformance, and applicable federal laws.
  • Protocol Implementation: Implement records management protocols, including management of physical records, file tracking database, records disposition, and QA/QC.
  • Developer Coordination: Coordinate with developers on file ingestion, logs, databases, and other document management requirements.
  • Document Scanning: Scan paper documents into electronic format, conduct QA/QC review, develop file metadata, upload to document storage application, track and log location of all physical and electronic records.
  • Training Material Development: Participate in the development of training materials for document scanning, ingestion, disposition, and related procedures.
  • Process Improvement: Identify procedures and methodologies to improve the effectiveness and efficiency in the life cycle management (e.g., creation, retention, maintenance, processing, use, access, final disposition) of documents.
  • Project Documentation: Assist in the development of project management documents, like monthly reports.
  • Application Support: Provide support for existing applications used for collaboration, project management, and records management, including applications such as eRoom, Documentum (D2).
  • Workflow and Data Analysis: Develop queries, workflow processes, reports, and complete data analysis.
  • Application Training: Provide training on existing applications, develop new training materials, and develop/update documentation.
  • Project Coordination: Plan, coordinate, and schedule projects such as system upgrades, software development, and hardware maintenance.
  • Technical Documentation: Create and maintain technical documentation.
  • Issue Resolution: Troubleshoot and resolve functional and technical issues.

10. Document Manager Details and Accountabilities

  • Document Control: Document control (RFIs, submittals, change orders, claims, etc.)
  • Project Coordination: Assist and support the project team with daily project coordination
  • System Management: Manage the Contractor's document control system
  • Workflow Management: File, organize, and manage workflow processes and the document library electronically
  • Team Communication: Communicate information to key team members on the contractor, quality, and owner teams
  • Document Assembly: Assist with final document assembly and transfer to Owner storage for completed jobs
  • Status Reporting: Weekly aging status of key submittals, processes, and reports
  • Cross-functional Collaboration: Work alongside Project Managers, Engineers, and Admins
  • Office Support: General office filing, printing, and copying duties

11. Document Processor Tasks

  • Data Verification: Verify data and correct it.
  • Data Entry: Enter data points from the document in client systems.
  • Accuracy Check: Compare the document to what was entered for accuracy.
  • Document Categorization: Reviews and ensures the proper documentation is categorized correctly in the database.
  • Document Analysis: Analyzing information to identify the document types of Notice of Assignments and Letter of Release.
  • Team Communication: Effectively communicate with team members and management.
  • Document Assignment: Assign 150 documents per hour.
  • Error Identification: Identify errors and correct any errors, and escalate to a supervisor.
  • Confidentiality Maintenance: Maintain confidentiality of information.

12. Document Specialist Functions

  • Document Preparation: Working within the Document Services Centre, providing accurate and timely transcriptions and document preparation
  • Dictation Transcription: Transcribing a variety of short and lengthy electronic dictations from clients, including single-speaker and multi-speaker
  • Instruction Processing: Taking instructions from a dictation
  • Legal Documentation: Creating/amending legal documentation using various MS Office products
  • File Conversion: Converting files from PDF into fully functional documents in various packages
  • Issue Resolution: Providing fast and effective solutions to document issues for clients and processing transcriptions in a time-pressured environment
  • Template Utilization: Utilising established templates, adhering to brand guidelines and production best practices
  • Service Delivery: Consistently delivering high-quality services on time, with a focus on responsiveness, client satisfaction, effective client communication and client service orientation
  • Team Communication: Maintaining effective and collaborative communication with team colleagues
  • Relationship Building: Developing and maintaining relationships with the team and key stakeholders
Relevant Information
What Does A Document Controller Do?
What Does A Document Coordinator Do?
What Does A Document Manager Do?
What Does A Document Specialist Do?