What Is a Document Controller and How to Become One

By ZipRecruiter Marketplace Research Team

A document controller is responsible for the organization and management of documents for teams, projects, and companies. As a document controller, your daily duties may include numbering, sorting, filing, and retrieving documentation efficiently and accurately to support a specific project or department. You will need to understand technical terms or jargon associated with your industry or department to maintain, retrieve, and update documents as necessary. You may also take on additional responsibilities based on industry guidelines and specific company needs.

Many document controllers learn through on-the-job training since there is no degree directly associated with this line of work. However, some employers prefer applicants with at least an associate or bachelor's degree, or who have received certification in document control through a training course or other professional development group. Additional qualifications include strong interpersonal and organizational skills, computer literacy, and keen attention to detail. You also need the ability to multitask, handle potentially sensitive data, and comply with company and department rules and regulations.

Since document controllers are in charge of keeping documents organized and maintained accurately, they are an essential part of industries where paperwork, including computerized paperwork, is utilized daily for different clients or projects. Most companies with administrative needs can hire a document controller, so individuals in these roles may work in a vast variety of industries, particularly the medical, engineering, and education fields. Large construction companies, police stations, lawyers, and insurance agencies may also have needs for document controllers because of the high level of paperwork that must be accurately entered, filed, and sorted daily.

A document control specialist is a similar position to a document controller. However, a specialist typically needs more training and a higher level of understanding of technical terms related to their industry. Document control specialists work in a variety of environments, from offices to medical clinics, and do most of their retention work via computers. As a document control specialist, you are responsible for entering documents into the system, maintaining files, and ensuring data accuracy. You may also handle requests for information from the public or members of your company or organization.

Job Summary

We are looking for a document controller to join our team. As a document controller, you will be in charge of all controlled documents for our company, making sure everyone is on the same page when they need to be. You will also create, design and maintain the architecture for document processes and procedures and enforce the proper chain of action and document identification. You will go through all controlled documents and make edits, updates, and check for accuracy. Once this process is complete, you will approve the document and distribute it to the correct persons. You must also ensure proper labeling, numbering, and accessibility to employees. When needed, you will archive and maintain a secure storage space for these documents.

Duties and Responsibilities

• Manage and maintain all controlled company documents
• Update and control procedure documents and forms
• Create and manage document hierarchy and process systems
• Take charge of all document identification, classification, and filing
• Frequently conduct document audits confirming they are current and accurately reflect recorded evidence
• Ensure revised documents are accessible
• Assist with communication during external audits
• Conform to company enforced specifications and document control procedures
• Train document control clerks and delegate and oversee their tasks
• Train employees in the company’s controlled document processes to ensure correct handling of documents from the ground up
• Oversee document through its entire lifecycle (inception to archival)
• Check and edit incoming documents and prepare for distribution
• Create document filing and organizing systems that are both effective and efficient
• Ensure proper organization and security of documents (paper and electronic)
• Log document requests and help retrieve documents as needed for employees
• Make available, notify and distribute documents to relevant recipients
• Confirm delivery of documents to proper personnel
• Collaborate and communicate with managers and project leaders

Requirements and Qualifications

• Detail-oriented and meticulous work ethic
• Extremely organized and efficient
• Proven skill for creating and implementing controlled document processes
• Work well under pressure and have impressive stress management
• Strong oral and written communication skills
• Proclivity for catching errors and enacting appropriate changes
• Able to prioritize and delegate tasks
• Outstanding time-management
• Strong interpersonal skills
• Excellent analytical ability
• Archival experience
• Bachelor's degree in business management, administration or related field
• 5+ years of relevant experience
• Proficient in SharePoint, ProArc and/or other document management software and web-based tools
• Skilled user of Adobe and Microsoft Suite
• Expert data organizer