Document Control Specialist Job Description [Updated for 2025]

In the modern business environment, the role of Document Control Specialists is becoming increasingly crucial.

As information flows increase, the demand for professionals who can organize, manage, and protect our document systems is on the rise.

But let’s break it down: What’s truly expected from a Document Control Specialist?

Whether you are:

• A job seeker keen to understand the core responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or just fascinated by the intricacies of document control,

You’ve come to the right place.

Today, we present a customizable Document Control Specialist job description template, designed for easy posting on job boards or career sites.

Let’s delve into it.

Document Control Specialist Duties and Responsibilities

Document Control Specialists manage and oversee documents for a particular project or for an entire organization.

They ensure the accuracy and quality of these documents and that they are stored and retained correctly.

Their duties and responsibilities include:

• Manage and maintain all controlled company documents
• Update and control procedure documents and forms
• Create and manage document hierarchy and process systems
• Train employees in the use of controlled documents
• Ensure all documents meet set standards in terms of quality and compliance
• Coordinate all activities related to the document control procedure, including the distribution of documents and ensuring access
• Input document data into the standard registers ensuring that the information is accurate and up to date
• Implement and maintain document control processes and procedures
• Develop and maintain the comprehensive filing system and computer database for all documents to be retained in the document control center
• Manage the flow of documentation within the organization
• Maintain confidentiality around sensitive documentation
• Prepare reports and audits to help identify document inconsistencies
• Ensure all documents are up-to-date and accurately reflect current policies and procedures

 

Document Control Specialist Job Description Template

Job Brief

We are seeking a meticulous and organized Document Control Specialist to manage our company’s documents in order to ensure compliance with company policies, industry standards, and legal requirements.

The Document Control Specialist’s responsibilities include maintaining a comprehensive and accessible company document library, processing and recording document revisions, ensuring the security and confidentiality of sensitive documents, and educating employees on document control procedures.

Our ideal candidate should have excellent attention to detail, strong organizational skills, and experience with document management software.

 

Responsibilities

• Manage and maintain all controlled documents, including processing and recording revisions.
• Verify and ensure the accuracy and quality of documents.
• Collaborate with teams to gather and consolidate data for document processing.
• Ensure the security, accessibility, and proper distribution of company documents.
• Coordinate and educate employees on document control processes and policies.
• Monitor regulatory activity to maintain compliance with records and document management laws.
• Assist with internal and external audits by providing necessary documents.
• Use document management software and other tools to monitor and control documents.

 

Qualifications

• Proven experience as a Document Control Specialist or similar role.
• Proficient with document management software systems.
• Strong knowledge of record-keeping and document control principles.
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Associate’s or Bachelor’s degree in Business Administration or a relevant field preferred.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Document Control Specialist
• Work Environment: Office setting. Some remote work may be possible depending on company policy.
• Reporting Structure: Reports to the Documentation Manager or Quality Assurance Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $50,000 minimum to $70,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Document Control Specialist Do?

Document Control Specialists primarily work in companies where large volumes of paperwork or digital documents are generated regularly.

They can be found in a variety of industries such as engineering, healthcare, technology, and finance.

The main responsibility of a Document Control Specialist is to manage the company’s documents while ensuring their accuracy, quality, and integrity.

They ensure that the documents are easily accessible and stored in a systematic manner.

Their daily tasks may involve setting up, maintaining, and supporting document control systems, ensuring version control, coordinating with different departments to collect and maintain documents, and implementing document management policies.

They are also responsible for training employees on document control procedures and policies, which includes guidance on the creation, naming, approval, review, and revision of documents.

Furthermore, Document Control Specialists ensure the company’s compliance with regulatory standards by keeping documents up-to-date and implementing new document indexes as regulatory environments change.

In some cases, Document Control Specialists might also be responsible for auditing company documents and providing regular reports on the ongoing status of document control within the company.

Their role is key in the lifecycle of a document, from its creation to its archiving, ensuring that critical information is kept secure, yet accessible, and up to date.

 

Document Control Specialist Qualifications and Skills

A Document Control Specialist should possess a unique blend of skills and qualifications to ensure that a company’s documents are correctly managed and processed.

These include:

• Strong organizational skills to manage and track multiple documents efficiently and accurately
• Excellent attention to detail to ensure document accuracy, completeness, and compliance with established standards and regulations
• Proficiency in various document management systems and software to create, store, and retrieve documents
• Good communication skills to liaise with different departments and team members regarding document requirements and updates
• Problem-solving skills to identify and resolve issues related to document management and control
• Knowledge of quality assurance processes to maintain the integrity and security of documents
• Ability to maintain confidentiality and handle sensitive information with discretion
• Understanding of industry-specific regulations and standards for document control and management
• Time management skills to meet deadlines and complete tasks in a timely manner

 

Document Control Specialist Experience Requirements

Entry-level Document Control Specialists often have 1 to 2 years of experience, sometimes acquired through internships or part-time roles in administrative or document management positions.

Prior roles may include Administrative Assistant, Data Entry Clerk or Records Clerk, where they can gain relevant experience in handling, organizing, and maintaining documents.

Candidates with 3 to 5 years of experience have usually worked in roles such as Document Control Clerk or Document Control Analyst, where they gain proficiency in document control software and become well-versed with document lifecycle processes, compliance requirements, and data management.

Those with more than 5 years of experience are typically considered for senior roles.

They are likely to have managed large volumes of documents, led auditing processes, and have some managerial or team lead experience.

They may be ready to take on roles such as Document Control Manager or Quality Assurance Manager, where they will oversee document control teams and create and implement document control policies and procedures.

 

Document Control Specialist Education and Training Requirements

Document Control Specialists typically require a minimum of a high school diploma or equivalent, although some employers may prefer candidates with an associate’s or bachelor’s degree in a related field such as business administration, information management, or data processing.

They should have a solid understanding of document control principles and practices, which can be obtained through a combination of formal education and on-the-job training.

Prior experience in a document control role is often highly valued.

Document Control Specialists need to have strong computer skills, including proficiency in database management and commonly used software like Microsoft Office Suite, especially Excel, Word and SharePoint.

Knowledge of specific document control software, such as Aconex or Documentum, can also be beneficial.

Many roles also require knowledge of industry-specific regulations and standards, such as ISO 9001 for quality management systems or FDA regulations in the pharmaceutical industry.

This can be acquired through professional development courses or certifications.

While not typically required, certification from organizations like the Institute of Certified Records Managers (ICRM) or the Association for Information and Image Management (AIIM) can demonstrate a high level of skill and commitment to the profession.

These certifications often require a combination of education, experience, and passing a comprehensive exam.

In addition to these technical requirements, Document Control Specialists should have strong attention to detail, excellent organizational skills, and the ability to communicate effectively with various stakeholders.

 

Document Control Specialist Salary Expectations

A Document Control Specialist earns an average salary of $49,781 (USD) per year.

The actual earnings can fluctuate based on factors such as experience, education, the industry in which they work, and the geographical location.

 

Document Control Specialist Job Description FAQs

What skills does a Document Control Specialist need?

A Document Control Specialist should possess exceptional organizational and communication skills.

They need to be detail-oriented as they are responsible for the maintenance and management of important company documents.

Computer proficiency, particularly in database management and document control software, is a must.

They should also possess analytical skills to identify discrepancies in data.

 

Do Document Control Specialists need a degree?

Most positions require a minimum of a high school diploma or equivalent, though many employers prefer candidates with an associate or bachelor’s degree in a related field such as business administration or information management.

Some roles may also require or prefer experience in a specific industry or with particular document control software.

 

What should you look for in a Document Control Specialist resume?

When reviewing a Document Control Specialist’s resume, look for previous experience in document control, records management, or a similar field.

Evidence of proficiency with document control software or database management systems is also important.

Depending on the role, industry-specific experience might be required or beneficial.

 

What qualities make a good Document Control Specialist?

A good Document Control Specialist is highly organized, meticulous, and attentive to details.

They should have strong problem-solving skills to handle any issues that arise in the management and maintenance of crucial documents.

Being able to communicate effectively is crucial as they often work with other departments within the organization.

They should also be adaptable to changing technology and regulations related to document control.

 

What is the typical career path for a Document Control Specialist?

Document Control Specialists often start in entry-level positions within a company’s record management or document control department.

With experience, they can advance to senior or supervisory roles.

Some may choose to specialize in a particular area such as legal or medical document control.

Additionally, they could also choose to transition into related roles such as Information Manager or Quality Assurance Manager.

 

Conclusion

And there we have it.

Today, we’ve shone the spotlight on the integral role of a document control specialist.

Surprised?

It’s not just about managing files.

It’s about ensuring seamless operations and maintaining the integrity of essential records in an organization.

With our comprehensive document control specialist job description template and real-world examples, you’re all geared up for your career progression.

But don’t stop now.

Explore further with our job description generator. It’s your key to creating precise job listings or optimizing your resume to perfection.

Remember:

Every document handled is a crucial piece of the organizational puzzle.

Let’s shape your career path. Together.

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