WHAT DOES A DOCUMENT MANAGER DO?

Updated: Mai 29, 2025 - The Document Manager establishes and maintains a scalable quality management documentation framework, ensures standardization, effective content architecture, and continuous improvement through measurable objectives. This position drives collaboration across teams to streamline documentation processes, eliminate redundancies, and provide data-driven recommendations for enhancements aligned with business growth. The manager leads and develops a high-performing team while ensuring compliance with governing standards, regulations, and best documentation practices.

A Review of Professional Skills and Functions for Document Manager

1. Document Manager Details and Accountabilities

  • Team Leadership: Lead and mentor a team of technical writers
  • Communication: Effectively communicate technical information to non-technical people
  • Documentation Scheduling: Ensuring that documentation deliverables meet release schedules
  • Task Prioritization: Effectively prioritize tasks for yourself and your team and the ability to communicate the impact of changing priorities
  • Product Communication: Evaluate and recommend new and improved ways to communicate product features and functions to ensure that end users can use the product effectively
  • Forecasting and Budgeting: Forecasting and budget development for future documentation needs
  • Product Understanding: Understanding the product personas to develop empathy with customers and other stakeholders
  • Documentation Analysis: Understand, analyze, and interpret existing technical documentation
  • Document Repository Management: Maintaining a repository of documents and document components
  • Website Management: Maintaining a secure website for documentation distribution
  • Consistency Management: Ensuring consistency among documents by creating and managing a style guide and document templates

2. Document Manager General Responsibilities

  • Cloud Documentation Ownership: Owner of Cloud Operations Documentation
  • Quality and Timeliness: Responsible for the quality and timeliness of all Cloud Ops documentation
  • Document Creation and Maintenance: Create and maintain documents on Cloud Operations processes and procedures
  • Storage Strategy: Outline and implement a long-term storage strategy for process and procedure documents
  • Documentation Control: Implement and maintain documentation control and tools
  • Collaboration: Collaborate with multiple teams to ensure standardization of documentation practice across the company
  • Training: Provide training to Cloud Ops team members on proper usage of the document storage structure
  • Procedure Training: When needed and in cooperation with Cloud Ops team members, create and provide training on Cloud Operations procedures
  • Integration: Integrate documentation with the knowledge base and Cloud Ops tools
  • Audit Contribution: Contribute to both internal and external audits, and perform transcription and conversion work
  • Document Standards: Promote cross-functional document quality and consistency standards with other departments
  • Support: Provide support to Cloud Ops teams by editing, formatting, proofreading, etc.

3. Document Manager Key Accountabilities

  • Lease Management: Ensure the management of company leases daily
  • Critical Date Monitoring: Monitor and ensure a follow-up on critical dates, renewals, and rent increases
  • Software Update: Update the Space and Great Plains software
  • Rent Payment Preparation: Prepare rent payments and verify the 13th invoices
  • Incentives and Allocations Follow-Up: Follow up on the incentives and construction allocations and ensure reception of the measurement certificate
  • Sales Reporting: Transmit monthly sales and annual certified sales to landlords on lease conditions
  • Collaboration with Construction: Work closely with the construction department to obtain incentives and coordination of new store openings
  • Store Opening and Closing Verification: Make the necessary verifications for store openings and closures
  • Insurance Coordination: Ask and provide the insurance broker with the required information about landlords as requested by the landlords to obtain insurance certificates
  • Team Collaboration: Work closely with the other team members, the Lease Manager, and the accounting department

4. Document Manager Responsibilities and Key Tasks

  • Documentation Coordination: Coordination and provisioning of internal documentation
  • Formality Verification: Verify the completeness and accuracy of the formalities
  • Technical/Contractual Clarification: Clarification of differences in technical/contractual matters
  • Report Compilation: Compilation of project-specific reports
  • Requirement Implementation: Implementation of project-specific requirements in the different documentation databases
  • Data Correction: Correction of incorrect assignment of document data
  • Documentation Environment Setup: Establishment of a documentation environment according to the existing CD/CD regularities and concepts for data security
  • Team Management: Managing a team as well as working independently
  • Goal and Schedule Management: Meeting pre-defined goals and schedules
  • Documentation Tools Usage: Using industry-standard documentation tools and workflows
  • Content Adaptation: Adapting content from existing engineering documentation

5. Document Manager Duties and Roles

  • Policy and Procedure Development: Responsible for developing, maintaining, and archiving policy and procedure manuals for TCF National Bank Retail Lending based on changes to policy, law, and operations
  • Team Leadership: Lead and direct the work of junior and senior level technical writers within the department including training, assigning projects/manual updates, and supervising daily work schedules
  • Problem-Solving Assistance: Assist technical writers with problem-solving and analysis when needed
  • Collaboration: Collaborate with TCF Retail Lending and related management to create content for the policy and procedures manual
  • Drafting and Editing: Draft and edit changes for accuracy and clarity
  • Review and Approval Process: Distribute drafts for review and approval, collate responses, resolve differences, obtain management and/or board approval, and then finalize for posting on the intranet
  • Document Formatting: Use software such as Word, Adobe, Excel, etc. for document formatting
  • Project Leadership: Serve as department project leader and lead technical writer for task forces that focus on the completion of high-priority changes as directed or requested by executive management
  • Executive Presentation: Present manual subject changes to the upper Executive Level Credit Policy Committee
  • Presentation Package Preparation: Completing a package for presentation and verbally summarizing the changes for approval to the committee
  • Executive Board Package Creation: Upon request, create and submit a package for TCF Executive Bank Board of Directors
  • Meeting Minutes: Take meeting minutes for the Executive Committee held quarterly

6. Document Manager Roles and Responsibilities

  • Online Documentation Management: Publish and maintain online files for the intranet-based departmental web page, which includes manuals, operating bulletins, and other internal documentation
  • Document Management: Maintain and manage department drives where all key current, pending, and archived documents are retained
  • Policy and Procedure History: Maintain policies and procedures history file (paper and electronic) for later review by writers, other departments, legal, and field management
  • Change Log Maintenance: Maintain a Chronology Log to highlight all major changes within Retail Lending
  • Procedural Consulting: Provide procedural consulting to field and management personnel, through membership in various committees, status meetings, and project task forces
  • Meeting Participation: Attend required meetings to ensure assigned milestones are met
  • Regulatory Knowledge: Maintain up-to-date working knowledge of major laws and regulations that govern Retail Lending (such as Truth-in-Lending, ECOA, Regulation Z, HMDA, HOEPA, etc.)
  • Record Retention Management: Record Retentions coordinator - Maintain the Retail Lending Records Retention Schedule, coordinating updates with managers and altering schedules as appropriate
  • Management Resource: Serve as a management resource for all issues related to the management of records
  • Information Security: Serve as Information Security Representative (ISR) for Retail Lending, including communicating Information Security policy, guiding employees through the process of reporting security incidents, answering security questions, and ensuring employees are educated and aware of pertinent security issues

7. Document Manager Job Description

  • Quality Management System: Effectively establish the framework and architecture for quality management system documentation and records, including processes, tools, and training, as well as monitor effectiveness through measurable objectives to identify opportunities for improvement
  • Documentation Standardization: Monitor effectiveness and drive continual improvement to ensure standardization of documentation practices, appropriate level of content, and intelligently designed and scalable architecture to support business growth
  • Collaboration and Improvement: Collaborate and engage with teams to identify improvement opportunities and eliminate unnecessary documentation
  • Trend Reporting: Report on the overall health of documentation practices to identify trends
  • Data Analysis: Perform data analysis and provide recommendations where opportunities for improvement are identified
  • Influence and Strategy: Engage across regions and functional areas to influence priorities, decisions, and improvement needs in pursuit of a Flawless Execution strategy
  • People Strategy: Accountable for executing the Best People strategy by evaluating potential, driving succession planning, and ensuring employees receive the development and coaching necessary to achieve their full potential
  • Team Leadership: Lead, mentor, coach, and develop a team of subject matter experts within the Documentation team
  • Regulatory Expertise: Share expert knowledge of the governing standards, regulations, and Good Documentation Practices as well as processes, document design/content, and performance measures implemented to demonstrate compliance
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