Document Controller Job Description [Updated for 2024]

In the modern business landscape, the role of Document Controller is becoming increasingly crucial.

As information becomes more digital and complex, the demand for skilled professionals who can organize, manage, and protect our document systems is on the rise.

But what does a Document Controller really do?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager drafting the perfect job description,
• Or simply interested in the behind-the-scenes of document management,

You’ve come to the right place.

Today, we’re presenting a customizable Document Controller job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

Document Controller Duties and Responsibilities

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

They ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.

The following are common duties and responsibilities of a Document Controller:

• Manage the intake, handling, and storage of documentation
• Develop and implement processes for document control
• Ensure all documentation meets formal requirements and required standards
• Review and update documents as necessary
• Track and manage versions of documents
• Retrieve files as needed by company staff
• Securely backup and store documents
• Ensure all documentation is discoverable and accessible
• Ensure proper organization and categorization of documents
• Coordinate with project teams to ensure all documents are accounted for and in the appropriate location
• Record, review and distribute minutes of meetings
• Monitor regulatory activity to maintain compliance with records and document management laws

 

Document Controller Job Description Template

Job Brief

We are seeking a dedicated Document Controller to coordinate and manage all documentation within our organization.

The Document Controller will be responsible for the control, security, accessibility, and timeliness of organizational documents such as policies, procedures, guidelines, forms, and templates.

Our ideal candidate is well-organized, has excellent attention to detail, and is proficient in document management systems.

Ultimately, the Document Controller will ensure all documents are accurate, complete, and appropriately stored and retrieved as per the needs of the organization.

 

Responsibilities

• Maintain and manage electronic and hard copy documents as per company procedures.
• Review and update documents to ensure they are complete, accurate and in compliance with standards.
• Ensure all documents are easily accessible in the document storage system.
• Coordinate with different departments and facilitate the document control process.
• Monitor the retrieval of documents.
• Train employees on records management procedures and policies, including documentation, retention, retrieval, destruction, and disaster recovery.
• Assist with file migrations and audits, and perform administrative tasks as needed.
• Keep track of important project documents like project plans, blueprints, vendor contracts and drawings.
• Create ad hoc reports for internal and external purposes.

 

Qualifications

• Proven work experience as a Document Controller or similar role.
• Familiarity with project management processes.
• Hands-on experience with MS Office and MS Excel.
• Knowledge of Electronic Document Management Systems (EDMS).
• Proficient typing and editing skills.
• Data organization and storage knowledge.
• Attention to detail.
• Degree in business administration or related field.

 

Benefits

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

 

Additional Information

• Job Title: Document Controller
• Work Environment: Office setting with options for remote work. Some travel may be required for team meetings.
• Reporting Structure: Reports to the Project Manager or Administration Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $48,000 minimum to $72,000 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 Controller Do?

Document Controllers are key personnel in project management teams who are responsible for managing company documents while also ensuring their accuracy, quality and integrity.

They maintain the security, accessibility, and proper distribution of organizational documents such as reports, drawings, and promotional materials.

Their role involves maintaining databases and ensuring all team members have access to the necessary software and documents.

They also manage the flow of documents between internal departments and external partners or clients.

Document Controllers check and review documents for accuracy and compliance with standards, policies, and operational guidelines, and also implement electronic document processing, retrieval, and distribution systems within the organization.

They are required to track and control the versioning of the documents to prevent any confusion with the updates.

Their role also extends to developing and implementing new document control processes and maintaining the document control center by performing regular audits.

Document Controllers are also responsible for training employees in the correct and efficient use of technical documentation, and in some organizations, they may also be involved in project management tasks.

 

Document Controller Qualifications and Skills

A proficient Document Controller should possess the following skills and qualifications that align with the responsibilities of this role:

• Excellent organizational skills for maintaining and categorizing documents effectively.
• Knowledge of document management processes and systems to manage and store a vast amount of information efficiently.
• Exceptional attention to detail to ensure accuracy and consistency in documents.
• Proficiency in using electronic document management systems (EDMS) and other related software.
• Strong communication skills to liaise with team members, manage documents and explain procedures.
• Problem-solving skills to handle document discrepancies and resolve issues related to document access or security.
• Basic understanding of the principles of Information Governance and Compliance to ensure adherence to company and legal standards.
• Awareness of data protection regulations to ensure sensitive information is handled and stored securely.
• Time management skills to meet document control deadlines and ensure timely distribution of documents to relevant teams.

 

Document Controller Experience Requirements

Document Controllers typically start their careers with a minimum of 1 to 2 years of experience in administrative roles, often in a document control or related department, such as records management or data entry.

These professionals can also gain practical experience through internships or part-time roles in project management, administration or compliance, where they develop a solid understanding of document control processes and procedures.

Candidates with more than 3 years of experience often have a proven track record in managing and controlling company documents.

They are usually well-versed in document control software and have strong attention to detail, which are crucial to ensure the accuracy and quality of documents.

Those with more than 5 years of experience typically have strong organizational and communication skills, the ability to train others in document control procedures, and may be ready to take on a leadership role in their department.

They are often proficient in the use of advanced document control systems and have experience in managing document lifecycle processes in multiple projects or departments.

 

Document Controller Education and Training Requirements

Document Controllers generally need a high school diploma or equivalent, though some employers may prefer an associate’s or bachelor’s degree in a related field such as business administration, information management, or library science.

They should possess a solid understanding of document management systems, and have strong knowledge of Microsoft Office Suite, particularly Word and Excel.

A background in administrative work is often helpful, as they are required to manage a high volume of documents in a structured and systematic way.

Many companies provide on-the-job training for Document Controllers, but there are also formal education programs and certifications available in areas such as records management, document control, and information governance.

In addition to these qualifications, Document Controllers should have excellent attention to detail, strong organizational skills, and the ability to maintain confidentiality.

For those wanting to advance further in their careers, they might consider earning a Certified Records Manager (CRM) credential from the Institute of Certified Records Managers.

This certification demonstrates advanced skills and expertise in the field of document control and records management.

Work experience in a similar role is highly valued, as practical knowledge of document handling and control processes is crucial for success in this role.

 

Document Controller Salary Expectations

A Document Controller earns an average of $48,683 (USD) per year.

The actual salary may vary based on factors such as years of experience, industry, and geographical location.

 

Document Controller Job Description FAQs

What skills does a Document Controller need?

Document Controllers should have excellent organizational skills as they are responsible for managing all the documentation in an organized and efficient manner.

They should also possess strong attention to detail and analytical skills to ensure the accuracy of documents.

Additionally, they need good communication skills to liaise with different departments and staff and to clarify any discrepancies in documentation.

 

Do Document Controllers need a degree?

While a degree is not always necessary for a Document Controller position, having a degree in business administration, records management or a related field can be beneficial.

However, most employers place more emphasis on relevant work experience, attention to detail, and familiarity with document control software.

 

What should you look for in a Document Controller resume?

When reviewing a Document Controller resume, look for prior experience in document control or records management.

Familiarity with document management software and systems is also important.

Skills such as attention to detail, organization, and communication should be highlighted.

Any certifications or courses in document control or record management can also be advantageous.

 

What qualities make a good Document Controller?

A good Document Controller should be highly organized and meticulous, ensuring that all documents are accurately filed and easily accessible.

They should be able to work independently and make decisions regarding the categorization and storage of documents.

Good communication skills are also important, as Document Controllers often liaise with various departments and personnel.

They should also be adept at using various document management software.

 

What is the career progression for a Document Controller?

With sufficient experience and mastery of skills, a Document Controller can advance to senior or supervisory roles within the department.

They may also consider diversifying into related fields such as Compliance or Quality Assurance.

Further education, such as a degree or certifications in Business Administration or Records Management, can also open up more opportunities for career advancement.

 

Conclusion

And there you have it.

Today, we’ve given you an in-depth look into the world of a document controller.

Surprise, surprise!

It’s not just about managing files.

It’s about maintaining the flow of information, one document at a time.

With our handy document controller job description template and real-life examples, you’re primed and ready for action.

But why stop at the surface?

Go further with our job description generator. It’s your secret weapon for creating laser-sharp job listings or polishing your resume to perfection.

Keep this in mind:

Every document managed is a part of a larger process.

Let’s streamline that process. Together.

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