Document Controller Job Description
Document Controllers, Document Controllers, Document Controller, Document Controllers, Document Control Systems, Experience in Document Control, How to Report on the Status of a Project and more about document controller job. Get more data about document controller job for your career planning.
Document controllers are responsible for maintaining project documents. They make sure that accurate information is given to the people who need it. Technical documents like blueprints and reports are used by document controllers in the construction industry.
They sort and store documents for designers, architects and other people. There are several ways to become a document controller. You can get qualifications to help you on your career path to being a document controller by completing a college course or apprenticeship.
Don't miss our post on Document Collector career planning.
The controller is in charge of the process and letting a group of people know that action needs to be performed on a file to complete the process. Depending on the industry, recordkeeping may be needed for internal systems and external clients. Many companies use electronic document management systems.
The software acts as a digital file cabinet that allows for quick sorting and retrieval of digital paperwork. The software works with the scanning equipment. Control and tracking of documents are the main responsibilities of the day.
You will number documents, input technical revisions, perform compliance checking, filing and organizing, documentation auditing, and report on document status and distribute documents as required. Document controllers don't need a college degree, but one may be preferred by some employers. DCs learn their craft right on the job.
They are often recruited from other administrative positions. If you're looking for your first job or career advancement, professional certification in the field may be helpful. Construction is one industry where document controllers are needed.
Engineering, oil and gas, metals mining, banking, government and healthcare systems are some of the industries. You'll usually report to a project manager when you're a document controller in construction and technical fields. Depending on experience, document controllers can make between $25,000 and $66,000 a year.
A document controller is responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieving of both electronic and hard copy documents.
Don't miss our story on Document Processor job description.
Document controllers manage the documentation for organizations. They check documents, make sure they are safe and secure, and make sure that the files are not damaged. They also write reports and archive materials.
Document Control Systems
Document controllers manage the documentation for organizations. They check documents, make sure they are safe and secure, and make sure that the files are not lost. Document control systems should be used to protect sensitive documents from being exposed to the wrong people.
They should support simplified access when needed by allowing authorized parties to quickly search, find, and retrieve documents. Uncontrolled document is a document that was never part of the controlled document system. Uncontrolled documents may not be used to provide direction or information for the performance of service.
Training aides and informal communication tools are examples of documents that are not in line with the rules. User guides, white papers, online help, and quick-reference guides are examples. Paper documentation is less common.
Read our study about Finance Controller job guide.
Experience in Document Control
Document control specialists should have the ability to work on multiple projects at the same time. Customer service skills, as well as strong communication and Interpersonal skills, are important for document control specialists. They must be computer literate and have a good knowledge of Microsoft Office products.
How to Report on the Status of a Project
If there is confusion about numbering, your different teams will not know how to access the documents that they need. They could end up with a confused and difficult time locating the documents themselves, if they end up accessing the wrong revision. If there is confusion about any of these, numbering, revision, progress or where the documents are located, the reporting on those, on the progress and status, is going to come out of that confusion.
The third way that bad document management hires hurt is that clients notice. If your company interface is not accommodating or cumbersome, it will reflect poorly on your company, as document control is a big point between your company and your clients. If you want to find out if your candidate is a reporting genius, you should ask him about client friendly and how they would make the reports that you send to clients friendly.
A nice paper about Documentation Coordinator job planning.
Document Controllers for Design and Construction
1. When a project is a design and construct, the transmittal that a document controller shall prepare for shop drawing, material submittal, inspection request, method statement, pre-qualification, letter and specification. Once signed off by a project manager or technical manager, the transmittal will be recorded and submitted to the consultant.
It is important that it is stamped before forwarding. 3. Once the documents are received from the consultant, log them down immediately.
If you leave it to log after receiving, you may be missing something, so make sure to log it right after the document controller receives it. There are 4. A document controller must set up a filing system that is easy to use and maintain.
Make sure the label is easy to trace. 5. Tracking logs and records should be maintained and updated by a document controller, who should make separate logs for different categories.
The logs will be updated regularly. Every week, the updated logs will be sent to the concerns staff. A separate file of records should be made.
A Course in Document Control
To ensure that you have a practical understanding of all the tasks involved, and that you have a strong knowledge of both theoritical and practical, you need to take a formal training course in Document Control.
See our column on Controllership Services - Accounting Advisory Senior Consultant - Big Four job planning.
ISO9001 Guidance Documents
The ISO 9001:2008 standard requires any organisation wanting to achieve compliance to produce a quality manual, a quality policy, and six documented procedures. Most organizations will choose to document more information than is required. The ISO 9001 Guidance Document defines a document as information and its supporting medium, while a record is a document stating results achieved or providing evidence of activities performed. Table B shows examples of each.