Advice 

What does a Document Control Specialist do?

Jeremy Anderson

What does a Document Control Specialist do?

Document control specialists store, manage, and maintain company documents, while ensuring the accuracy and quality of them.

What are the skills of a document controller?

Document Controller SkillsProficient in computer software programs such as, word processors, spreadsheet programs, and database systems.Basic analytical experience.Proficient typing skills.Data organization and storage knowledge.

What documents are required for quality assurance?

The standard requires that you document the following:Quality Manual.Quality Policy.Quality Objectives.Quality Records.Six Procedures. Control of Documents (4.2.3) Control of Records (4.2.4) Internal Audit (8.2.2) Control of Nonconforming Product (8.3) Corrective Action (8.5.2) Preventive Action (8.5.3)

What is a document control procedure?

Document control procedures set the framework for how documents are approved, updated or amended, how changes are tracked, how documents are published (internally or externally), and how documents are made obsolete.

How do you create a document control procedure?

ISO 9001 Requires that you maintain control of documentsApprove documents for adequacy prior to issue.Review, update as necessary, and re-approve documents.Identify the changes and current document revision status.Make relevant documents available at points of use.Ensure the documents remain legible and readily identifiable.

Who is responsible for document control?

Document control specialists are responsible for managing company documents while also ensuring their accuracy, quality and integrity. These specialists help companies adhere to record retention policies, safeguard information and retrieve data more effectively.

What is the importance of document control?

While not a particularly glamorous activity, document control is an essential preventive measure ensuring that only approved, current documentation is used throughout the organization. Inadvertent use of out-of-date documents can have significant negative consequences on quality, costs and customer satisfaction.

What is the difference between internal and external documents?

External documents, such as invoices, payment vouchers, VAT reports and tax returns are produced because someone outside the business needs them. Internal documents are used inside your company to make decisions about different things.

What is a job specification document required to include?

Also known as employee specifications, a job specification is a written statement of educational qualifications, specific qualities, level of experience, physical, emotional, technical and communication skills required to perform a job, responsibilities involved in a job and other unusual sensory demands.

What is job specification and example?

A job specification outlines specific traits a person needs to do the job. Typically, that includes the qualifications, skills and personal traits you need to be successful. Usually, the job specification follows the job description, which describes the job itself and how that job fits within the company.

What is job description and example?

A job description is an internal document that clearly states the essential job requirements, job duties, job responsibilities, and skills required to perform a specific role. They are also known as a job specification, job profiles, JD, and position description (job PD).

How do I write my own job description?

How TO Write Your Own Job DescriptionDecide what it is that you want to do. Determine how the new position will help support corporate goals and objectives. Plan for your replacement. Break the job description into four parts: summary, responsibilities, qualifications, and competencies. Get the green-light from your mentor. Pitch yourself.

How do I list my job duties?

How to use a roles and responsibilities templateWrite a job description. In the job description section, write a brief paragraph or two that gives an overview of the job role. Include a list of responsibilities. Include job qualifications and requirements. Outline who this position reports to.

What is documentation job description?

A Documentation Specialist is an administrative professional who is responsible for maintenance of company documents. Their job is to store, catalogue and retrieve documents. They may work as part of a documents team or might specialize in a particular type of document, such as contracts or medical documentation.

How do you write a good job description?

Here’s how to do it.Get the job title right. Start with a short, engaging overview of the job. Avoid superlatives or extreme modifiers. Focus responsibilities on growth and development. Involve current employees in writing job descriptions. Create urgency for the position. Culture, culture, culture. Bust biases in your ads.

How do you write an inclusive job description?

5 Must-Do’s for Writing Inclusive Job DescriptionsAvoid gender-coded words, like “rockstar,” “ninja,” and “dominate” Limit your job requirements to “must-haves” Avoid using unnecessary corporate speak and jargon. Emphasize your company’s commitment to diversity and inclusion. Call out inclusive benefits like parental leave and childcare subsidies.

How do you write an enticing job description?

Make it enticing to candidatesGet descriptive with the job title. Avoid jargon, acronyms, and buzzwords. Structure it to persuade. Good copywriting gets someone to do something. Write it as you’d say it. Talk about “you” not “we” Turn features into benefits. Format for breezy reading. Make the next step easy.

What should not be included in a job description?

Don’t use jargon, acronyms, or other misleading terms. Don’t group incompatible job functions. Don’t list unreasonable expectations or overstate the needs of the position. Doing this may provide you an overqualified candidate, but one who is bored and likely to leave at first opportunity.

What items are typically included in a job description?

A job description contains the following components: job title, job purpose, job duties and responsibilities, required qualifications, preferred qualifications and working conditions.

What should you not include in a job advert?

We’re here to help so check out the 5 things you should NOT put in your new job ad:Vague Job Title. Redundant Information in the Job Description. Discriminatory Language. Business/Technical Jargon. A Long, Arduous Application Process.

Common questions 

What does a document Control Specialist do?

Jeremy Anderson

What does a document Control Specialist do?

Document control specialists store, manage and track records and documents for government agencies and engineering firms. They also ensure that those documents are accurate and maintain their quality and integrity.

What are the skills of a document controller?

To become a Document Controller, you will need:

  • good communication skills.
  • a careful eye for detail.
  • to be able to respect privacy as you might be dealing with sensitive documents.
  • good written skills.
  • to enjoy working as part of a team.
  • IT skills.
  • the ability to prioritise your workload.

What does a document control coordinator do?

Document control coordinators are responsible for managing company documents while also ensuring their accuracy, quality and integrity. Document control specialists store, manage and track company documents.

How do you describe a document control?

Document controllers maintain project documents. They ensure that accurate information is distributed throughout an organisation, on time, to the people who need it. In the construction industry, document controllers work with technical documents like blueprints and reports.

What qualifications do you need to be a document controller?

Document Controller skills and qualifications

  • Associate degree or higher in computer Science, business administration or similar field.
  • Experience working with many types of files.
  • Ability to organize and preserve paper documents.
  • Thorough knowledge of various kinds of office software.
  • Attention to detail.

What is the duties and responsibilities of documentation?

Documentation specialists are administrative workers who manage office documents. Their primary responsibilities include organizing an archiving system, retrieving documents upon request and outlining a long-term storage strategy.

What is documentation job description?

Handle correspondence, preparation of presentations and budgets, and varied documents. Ensure complete secrecy in managing confidential documents, and manage document recovery. Proofread, merge and format documents whenever required. Merge image documents with text documents, and assist in printing procedures.

What experience do you have in document control?

Document Controllers should have experience with office software and equipment. Many companies prefer that Document Controller candidates have a minimum of two years of work experience in document or records management. In companies that deal with sensitive information, more experience may be required.

What is document control experience?

Document Controller responsibilities include typing contracts, archiving files and ensuring all team members have access to necessary documentation. To be successful in this role, you should have previous experience reviewing technical documents along with the ability to spot errors.

What is the career path for document controller?

Evolving to a Leader / Manager position A natural career progression for senior Document Controllers is to evolve to a team leader position or a Document Control manager position.

What are documentation skills?

When we think about documentation skills, the first thing that comes to mind is writing — the grammar, spelling, and sentence structuring. But who likes reading dense text? Documentation is about communicating through various medias and finding the best way to convey an idea.

How do I become a good documentation specialist?

Documentation Specialist Skills They should be highly organized and process-oriented. It also helps to have excellent oral and written communications skills, because the job involves interacting with all levels of an organization. Good listening skills are also important.

How do I become a document control specialist?

Numbering&identification of documents

  • Quality&compliance checks on documents
  • Filing and organisation of documents (both electronic and/or hardcopies)
  • Control over documentation modification,distribution,issuance (as per procedure) during its whole lifecycle
  • Maintenance of a list (register) of applicable documents

    • What are the duties of a document control?

    Manages documents (internal&external)

  • Checks compliance and quality of documents
  • Maintains a list (register)&files documents
  • Distributes documents to relevant people
  • Liaises with Client/Contractor/Subcontractor
  • Reports on the progress of documents

    • What are the duties of a document controller?

    Create systems to manage company documents

  • Ensure that all documents are up to date
  • Conduct company audits to ensure documents are being followed
  • Work with auditors to maintain ISO status
  • Train employees on how to use and access the documents
  • Develop procedures so that they are standardized
  • Communicate and collaborate with project managers

    • What does a document control specialist do?

    Periodically, document control specialists might be responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction and disaster recovery. They also assist with file migrations and audits, and perform administrative tasks as needed.