Document Management Analyst Job Description [Updated for 2025]

In the era of digital transformation, the demand for Document Management Analysts is on the rise.

As our reliance on digital information continues to grow, the need for skilled professionals who can organize, manage, and protect our digital documents becomes increasingly critical.

But what exactly is expected from a Document Management Analyst?

Whether you are:

• A job seeker looking to understand the intricacies of this role,
• A hiring manager trying to outline the perfect candidate,
• Or simply curious about the behind-the-scenes of document management,

You’ve come to the right place.

Today, we present a tailor-made Document Management Analyst job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Document Management Analyst Duties and Responsibilities

Document Management Analysts are responsible for managing the organization’s documents while ensuring its accessibility.

They are also responsible for the security, confidentiality, and integrity of these documents.

Their main duties and responsibilities include:

• Implementing and maintaining document management systems
• Overseeing the storage, backup, and security of documents
• Conducting audits to ensure adherence to document management policies and regulations
• Developing procedures for tracking documents
• Creating and maintaining document libraries and databases
• Working with various departments to determine document management requirements
• Providing training to staff on the use of document management systems
• Ensuring the availability of archived documents
• Ensuring the confidentiality and privacy of documents and information
• Assisting in the design and implementation of document retrieval systems
• Producing document management reports
• Maintaining the integrity of working documents and update documentation when revised
• Responding to inquiries about documents and their locations

 

Document Management Analyst Job Description Template

Job Brief

We are looking for a detail-oriented Document Management Analyst to join our team.

Your responsibilities will include organizing, storing and retrieving electronic and physical records according to our company’s document lifecycle procedures.

Our ideal candidate is experienced in document control, data management and has a keen eye for detail.

Strong organizational skills and ability to adhere to deadlines are also vital for this position.

 

Responsibilities

• Oversee the organization and storage of documents and ensure they are readily accessible and stored in a logical and efficient manner.
• Develop and implement document control policies and procedures.
• Analyze, interpret and distribute document data to relevant departments and individuals.
• Provide training to employees on document control procedures and policies.
• Manage and maintain physical and digital document storage systems.
• Conduct regular document audits ensuring that all documentation is accurate, up-to-date, and properly stored.
• Coordinate with different departments to collect and maintain records.
• Assist in the preparation of reports and presentations.

 

Qualifications

• Proven work experience as a Document Management Analyst or similar role.
• Strong knowledge of document control and data management practices.
• Proficiency with document management software (e.g., Microsoft SharePoint).
• Strong organizational skills with an ability to manage large amounts of data and paperwork.
• Excellent analytical skills with an ability to identify and address discrepancies.
• Detail-oriented with strong problem-solving skills.
• Excellent verbal and written communication skills.
• BSc degree in Information Management, Business Administration or relevant field.

 

Benefits

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

 

Additional Information

• Job Title: Document Management Analyst
• Work Environment: Office setting with options for remote work. Some travel may be required for meetings or client consultations.
• Reporting Structure: Reports to the Document Management Supervisor or Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $60,000 minimum to $85,000 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 Management Analyst Do?

Document Management Analysts work in a variety of industries, usually in the IT or administrative department of companies.

They may also find work in organizations that heavily rely on document processing like law firms, healthcare institutions, and government agencies.

The main task of a Document Management Analyst is to oversee, maintain, and improve the document management system of an organization.

They are responsible for organizing, storing, and retrieving both electronic and physical documents efficiently and securely.

They ensure that all documents are up to date, correctly categorized, and easily accessible for other employees.

They work closely with other staff to ensure that the document management system meets the company’s needs and goals.

Document Management Analysts might also be tasked with setting up document workflows, training staff on how to use the document management system, and ensuring the organization is compliant with laws and regulations related to document retention and destruction.

In addition, they regularly perform audits and generate reports on the usage and effectiveness of the document management system, and may recommend or implement changes to improve efficiency or security.

Furthermore, they may be involved in the selection and implementation of new document management systems, ensuring smooth transition and minimal disruption to the organization’s operations.

Their role requires a high level of attention to detail, good problem-solving skills, and knowledge of document management technologies and best practices.

 

Document Management Analyst Qualifications and Skills

A proficient Document Management Analyst should possess a blend of technical skills, organizational skills, and attention to detail, such as:

• Strong knowledge of document management processes and systems to effectively manage, organize, and store large volumes of information.
• Technical skills to understand and work with various document management software and systems.
• Analytical skills to evaluate the efficiency of document management systems and suggest improvements as needed.
• Exceptional attention to detail to ensure all documents are properly categorized, stored, and easily retrievable.
• Excellent communication skills to interact with various departments, understand their document management needs, and provide appropriate solutions.
• Project management skills to oversee document management projects, including implementation of new systems and transitioning from old systems.
• Problem-solving skills to identify, analyze, and resolve any issues that may occur in the document management system.
• Understanding of compliance regulations related to document management in their industry to ensure all processes meet legal and industry standards.

 

Document Management Analyst Experience Requirements

Entry-level Document Management Analysts typically have 1 to 2 years of experience, often obtained through an internship or part-time role in document management or related field.

They may also gain valuable experience in roles such as Administrative Assistant, Data Entry Clerk, or Information Officer.

These professionals often have experience in managing electronic document management systems (EDMS), understanding business processes, and working with cross-functional teams.

They may also have experience in managing a variety of documents including reports, records, forms, and other organizational documents.

Candidates with more than 3 years of experience often have honed their skills in document management systems, file migrations, and document control procedures.

They may also have developed proficiency in relevant software such as Microsoft Office Suite, Adobe, or other document management tools.

Those with more than 5 years of experience may possess advanced project management skills, have a deep understanding of regulatory and compliance issues related to document management, and might be adept at developing training materials and providing training to staff on document management systems.

They may also have experience in supervising and leading teams, making them suitable for managerial or team-lead positions.

 

Document Management Analyst Education and Training Requirements

A Document Management Analyst typically requires a bachelor’s degree in business administration, information management or a related field.

They need to possess strong knowledge in document management solutions, information technology and should be able to handle large amounts of data.

Additional qualifications, such as understanding regulatory compliance rules and protocols that relate to document control, are also important.

Familiarity with document management software such as Microsoft SharePoint and Adobe Acrobat is often a prerequisite.

For higher positions, employers may require a master’s degree in information systems or a related field.

Certifications such as Certified Information Professional (CIP) or Electronic Records Management (ERM) can enhance a Document Management Analyst’s credentials.

Continuous learning and staying updated with the latest trends in document management systems is key to this role.

These professionals should also have strong analytical skills, project management skills and excellent attention to detail.

 

Document Management Analyst Salary Expectations

A Document Management Analyst earns an average salary of $58,000 (USD) per year.

This salary may vary depending on factors such as the individual’s level of experience, the specific industry in which they work, and their geographical location.

 

Document Management Analyst Job Description FAQs

What skills does a Document Management Analyst need?

A Document Management Analyst should have excellent organizational and analytical skills to manage and evaluate large amounts of data effectively.

They should also have a keen eye for detail, ensuring accuracy in managing documents.

Strong IT skills, especially in databases and management systems, are crucial.

Good communication skills are also necessary to liaise with different departments and staff levels.

 

Do Document Management Analysts need a degree?

Most employers prefer Document Management Analysts to have a bachelor’s degree in Business Administration, Information Management or a related field.

However, some organizations might consider candidates with significant relevant work experience in lieu of formal education.

Some roles may also require knowledge or certification in specific document management systems.

 

What should you look for in a Document Management Analyst resume?

Look for a blend of education and experience relevant to document management.

This may include degrees in business, information management, or IT.

Experience in managing databases, using document management software, and working with cross-functional teams is also beneficial.

Certifications in document management systems can be a plus.

 

What qualities make a good Document Management Analyst?

A good Document Management Analyst is methodical and detail-oriented, ensuring all documents are accurately managed and organized.

They should be comfortable working with technology and possess strong problem-solving skills to troubleshoot any issues that arise.

Good communication skills are vital for liaising with different departments and explaining complex information in simple terms.

 

What are the daily duties of a Document Management Analyst?

A Document Management Analyst’s daily duties can vary but generally include maintaining and updating document management systems, ensuring document accuracy and integrity, and collaborating with different teams to gather and organize documents.

They may also perform audits to ensure compliance with document management policies and procedures, train staff in document management protocols, and troubleshoot any system issues.

They will also work to improve document management procedures for efficiency and effectiveness.

 

Conclusion

And there we have it.

Today, we’ve taken a closer look at what it truly means to be a Document Management Analyst.

Guess what?

It’s not just about managing documents.

It’s about shaping the future of information, one document at a time.

With our comprehensive Document Management Analyst job description template and real-world examples, you’re ready to step up your game.

But why limit ourselves?

Dig deeper with our job description generator. It’s your ultimate tool for crafting pinpoint-accurate listings or refining your resume to perfection.

Remember:

Every document holds a piece of the bigger picture.

Let’s shape the future of information. Together.

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