Document Management Specialist Job Description [Updated for 2025]

In the digital era, the role of Document Management Specialists has become increasingly prominent.

As technology evolves, there’s a growing demand for skilled professionals who can organize, manage, and secure our critical digital documents.

But let’s delve deeper: What’s truly expected from a Document Management Specialist?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or simply fascinated by the complexities of document management,

You’re in the right place.

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

Let’s dive right in.

Document Management Specialist Duties and Responsibilities

Document Management Specialists are responsible for the development, implementation, and maintenance of document control systems and processes.

They ensure that documents are organized, retrievable, and compliant with legal and company guidelines.

The daily duties and responsibilities of a Document Management Specialist include:

• Developing and implementing document management policy and standards
• Organizing, storing, and managing company documents, records, and reports
• Conducting regular audits to ensure compliance with document management policy
• Training staff on document control procedures and systems
• Ensuring proper classification, indexing, distribution, and filing of documents
• Managing the conversion of paper documents to electronic format
• Maintaining the integrity of work processes by managing version control to prevent document duplication and ensure all revisions are updated
• Establishing and managing access rights to protect confidential and sensitive information
• Resolving document-related technical issues and user queries
• Collaborating with team members and other departments to gather, create, and disseminate documents and information
• Keeping up-to-date with relevant changes in document management technologies and best practices

 

Document Management Specialist Job Description Template

Job Brief

We are searching for a meticulous and experienced Document Management Specialist to join our team.

The responsibilities of the Document Management Specialist include storing, managing and tracking company documents, scanning, imaging, organizing and modifying documents, and creating document management procedures.

The ideal candidate is detail-oriented, able to handle confidential and sensitive data, proficient in using software for document management, and has a keen eye for detail.

 

Responsibilities

• Manage and maintain all organizational documents.
• Scan, image, organize and maintain documents, adhering to the company’s document lifecycle procedures, and archive inactive records in accordance with the records retention schedule.
• Manage the company’s digital and print filing systems.
• Review and update technical documents (e.g. manuals and workflows).
• Distribute project-related copies to internal teams.
• Ensure proper organization and security of documents (paper and electronic).
• Retrieve files as requested and maintain records of file usage.
• Assist with internal and external audits by providing the necessary documents.

 

Qualifications

• Proven work experience as a Document Management Specialist or similar role.
• Familiarity with project management.
• Hands-on experience with MS Office and MS Excel.
• Knowledgeable in data organization and storage.
• Strong attention to detail.
• Ability to keep confidential and sensitive company information secure.
• BSc degree in Library Science, Information Management or relevant field.

 

Benefits

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

 

Additional Information

• Job Title: Document Management Specialist
• Work Environment: Office setting with occasional remote work. May be required to work overtime during peak periods.
• 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: $45,000 minimum to $75,000 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 Specialist Do?

Document Management Specialists work in various industries, providing critical support to business operations by maintaining, verifying, and improving a company’s document management system.

They are responsible for managing and organizing a company’s documents in a way that makes them easily retrievable and useful.

This involves tasks like scanning, indexing, and storing documents, as well as setting up and maintaining document management systems.

They ensure the correct, timely, and secure storage of all documents, including electronic files, emails, paper documents, images, and video files.

They also implement and manage disaster recovery procedures to protect documents from being lost or damaged.

Document Management Specialists also manage the lifecycle of documents – from creation, approval, and distribution to storage and disposal.

They establish and enforce document control procedures and standards, ensuring all documents comply with regulatory requirements and company policies.

In addition, they work closely with other departments to identify their document needs and develop solutions.

They may also train employees on how to properly use the document management system and answer any questions regarding document retrieval.

Furthermore, they may also be responsible for implementing digitization initiatives, converting paper files into digital format, and ensuring the digital files are well organized and easily accessible.

 

Document Management Specialist Qualifications and Skills

Document Management Specialists utilize a mix of technical skills, knowledge of document management principles, and soft skills to effectively organize, manage and store company documents.

Here are some of the qualifications and skills required:

• Strong knowledge of document management principles and systems to maintain efficient and organized documents storage.
• Excellent organizational skills to manage large volumes of data and documents while maintaining the ease of retrieval and searchability.
• Exceptional computer skills, including proficiency in document management software and platforms, as well as standard office software like Microsoft Office.
• Superior attention to detail to ensure accuracy and consistency of document content, classification, and filing.
• Strong communication skills to liaise with various departments regarding their document needs and to provide training or guidance on document management practices.
• Problem-solving skills to troubleshoot issues that may arise in the document management process, such as missing documents, system errors, or access issues.
• Good understanding of document security and privacy practices to ensure that sensitive and confidential documents are handled and stored appropriately.
• Ability to work under pressure and manage multiple tasks simultaneously due to the high volume of documents and tight deadlines.

 

Document Management Specialist Experience Requirements

Entry-level Document Management Specialist candidates typically require a minimum of 1 to 2 years of experience, typically gained through internships or part-time roles in document management or related fields like data entry or administrative support.

Understanding of document management systems and processes are crucial at this stage.

Candidates with more than 2 years of experience often have in-depth knowledge of document management software, records management, and are adept at handling complex document processing tasks.

They may have gained this experience in roles such as Document Controller, Information Specialist or Records Manager.

Candidates with over 5 years of experience in the field are usually well-versed in developing and implementing document management plans and systems.

They may also have experience in leading teams and managing large-scale document management projects.

Such candidates are often suitable for senior or managerial roles in document management.

Their backgrounds may also include experience with electronic document management systems (EDMS), document control software, and familiarity with relevant industry regulations and standards.

 

Document Management Specialist Education and Training Requirements

Document Management Specialists typically need a bachelor’s degree in information science, business administration, or a related field.

They should also have a solid understanding of document management systems and processes.

Coursework in information systems, computer science, and business management can be beneficial.

Having knowledge of specific document management software can also be advantageous, and many organizations may prefer candidates with experience in their particular system.

In addition to academic qualifications, Document Management Specialists often require strong analytical, organizational, and communication skills.

Certifications like Certified Records Manager (CRM), Information Governance Professional (IGP) or Project Management Professional (PMP) can enhance career prospects and indicate a specialist’s expertise and commitment to the field.

Further training in specific document management systems and software, or in areas like information governance or data privacy, may also be beneficial.

In an ever-evolving field, continuous learning and skill upgrading are essential for keeping pace with changes in technologies and regulations.

 

Document Management Specialist Salary Expectations

A Document Management Specialist earns an average salary of $48,800 (USD) per year.

The actual earnings may vary based on the specialist’s level of experience, the complexity of the tasks involved, geographical location, and the size and sector of the employing organization.

 

Document Management Specialist Job Description FAQs

What skills does a Document Management Specialist need?

Document Management Specialists need to have a strong understanding of document management systems and practices.

They should be proficient in using document management software, have strong organizational and analytical skills, be detail-oriented, and have excellent communication skills to interact with other members of the organization.

They must also be able to multitask and prioritize work according to its urgency.

 

Do Document Management Specialists need a degree?

Although some employers may require a bachelor’s degree in Library Science, Information Technology, or a related field, others may accept significant work experience in place of formal education.

Some Document Management Specialists also hold certifications from professional organizations such as the Association for Information and Image Management (AIIM).

 

What should you look for in a Document Management Specialist’s resume?

A Document Management Specialist’s resume should reflect a strong understanding of document management principles, electronic filing and retrieval systems, and document security practices.

Experience with specific document management software can also be a plus.

The candidate should also demonstrate strong problem-solving skills, the ability to work independently, and strong attention to detail.

 

What qualities make a good Document Management Specialist?

A good Document Management Specialist is organized, detail-oriented, and has strong analytical skills.

They must be proficient in the use of document management software and have the ability to train others on its use.

They should also be able to work under pressure and meet deadlines, while still maintaining a high level of accuracy in their work.

Excellent communication skills are also important, as they will often need to interface with various departments within the organization.

 

How critical is the role of a Document Management Specialist in an organization?

The role of a Document Management Specialist is vital in any organization.

They ensure that documents are properly stored, retrieved, and disposed of, according to legal and organizational requirements.

They play a critical role in maintaining the integrity of the organization’s records, safeguarding sensitive information, and ensuring efficient document workflow.

This contributes significantly to the organization’s overall efficiency and compliance with regulations.

 

Conclusion

And there you have it.

Today, we’ve given you an insight into the dynamic world of a document management specialist.

Surprise, surprise!

It’s not just about managing files.

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

Armed with our definitive document management specialist job description template and real-world examples, you’re ready to take the leap.

But why settle at this?

Explore more with our job description generator. It’s your ideal companion for creating precise job listings or refining your resume to its best.

Remember:

Every document is a piece of the larger puzzle.

Let’s shape that future. Together.

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