WHAT IS A DOCUMENT CONTROLLER ?

The Document Controller's role involves overseeing document management services and maintaining uniformity in document control practices across a site. This position requires specialized skills, which may be obtained through targeted training and substantial hands-on experience. The individual will carry out tasks with minimal oversight and contribute significantly through administrative support functions. Additionally, this role serves as an informal guide for less experienced colleagues.

An Overview of Document Controller Responsibilities and Qualifications

1. Document Controller Functions

  • Identifies and manages all controlled documentation to ensure compliance with operational, corporate and legislative requirements.
  • Provides effective and efficient documentation and records management.
  • Coordinates overall document control, review and approval workflows; including the scheduling of formal document reviews for site documentation
  • Publishes and posts approved site documents to the appropriate website in a timely manner, including project drawings and specifications.
  • Keeps track of the submission, review and approval process of submittals and RFIs through updated submittal and RFI logs and dashboards.
  • Ensures document formatting and quality comply with internal company standards and expectations.
  • Provides site specific technical support (in person or via phone) for departmental personnel staff on technical queries about the use of the Document Management System (DMS).
  • Communicates changes to document control procedures or other relevant information which have been updated or added.
  • Assists in implementing new and improving DMS and document management processes.
  • Assists in the auditing of the DMS system to maintain the integrity of the database. Provides support with the retrieval of records.
  • Disposes or destroys records and documents in a secure and proper way when retention periods expire.

2. Document Controller Abilities, Skills and Requirements

  • Document Control Management systems experience.
  • Strong attention to detail and multi-tasking skills.
  • Excellent command of verbal and written English, with proven ability to communicate clearly and professionally.
  • Strong working knowledge across Microsoft Office products including: Outlook, Word, Excel, and PowerPoint.
  • Proven ability to deal with sensitive materials with a high degree of tact and discretion.
  • Strong decision-making and organizational skills.
  • Excellent command of verbal and written English, with proven ability to communicate clearly and professionally.
  • Self-motivated and willing to take initiative.