How to Become a Document Controller (No More Paper Tigers!)

If you’ve ever been intrigued by the idea of managing and organizing vital documents, or wondered what it takes to become a document controller, you’re in the right place.
In this guide, we’ll delve into the EXACT steps you need to take to launch your career as a document controller. We’ll discuss:
- The skills you need.
- The education that can boost your chances.
- How to land a job as a document controller.
So, whether you’re just starting out or you’re an experienced professional looking to diversify your skill set, stay tuned.
We’re about to uncover the roadmap to becoming a document controller.
Let’s get started!
Steps to Become a Document Controller
Step 1: Understand the Role of a Document Controller
Before starting on the path of becoming a Document Controller, it’s essential to have a clear understanding of what the role involves.
Document Controllers are responsible for the timely, accurate and efficient preparation and management of documents.
They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments.
Their duties also include developing and implementing systems for document storage and retrieval, and helping teams to access and use these systems.
Document Controllers may also be required to ensure that company documents comply with legal, regulatory and quality requirements.
They typically work in industries where large amounts of documentation are created and need to be managed efficiently.
These can include construction, engineering, pharmaceuticals, technology, and others.
Having a good understanding of the role will help you in determining if this is the right career path for you and will guide you in making decisions on the necessary education and training needed.
Step 2: Obtain Necessary Education
While a high school diploma can be sufficient for some document controller positions, acquiring further education in the form of an associate’s or bachelor’s degree will provide a competitive edge.
Degrees in business administration, information technology, or a related field can equip you with a comprehensive understanding of document management and data processing.
As part of your curriculum, you may study subjects such as database management, computer applications, information systems, and business law.
These subjects help in understanding how to maintain accurate records and manage data effectively, which are crucial skills for a document controller.
In addition to a formal degree, you might also consider taking specialized courses or certifications in document control principles, electronic document management systems or relevant software tools.
This can showcase your dedication to the role and can be particularly valuable if you intend to work in industries with complex documentation needs, like construction, engineering, or pharmaceuticals.
Finally, some entry-level positions may require on-the-job training or a short internship to familiarize you with the company’s specific document management system.
Step 3: Develop Computer Literacy and Proficiency in Related Software
Document Controllers need to be proficient in using computer systems and a range of software applications.
This is crucial as the role involves managing and organizing large quantities of documents digitally.
They are often expected to use electronic document management systems (EDMS), and therefore, understanding these systems is highly beneficial.
You should be able to use Microsoft Office Suite proficiently, especially Word and Excel.
Knowledge of Adobe Acrobat can also be advantageous, as you may need to convert documents into PDFs or make annotations.
Beyond these basics, there are software applications that are specific to document control, such as Aconex, Documentum, or SharePoint.
Familiarity with these systems can significantly enhance your efficiency and effectiveness as a Document Controller.
You can develop these skills through self-study, online courses, or on-the-job training.
Many companies offer training on their specific systems to new hires, but having a basic understanding beforehand can give you a competitive edge.
Remember, the more software tools you are familiar with, the more prepared you will be to handle the diverse tasks that come with being a Document Controller.
Step 4: Learn Organizational Skills
The role of a Document Controller demands exceptional organizational skills.
As you will be responsible for managing the company’s documents while ensuring their accuracy, quality, and integrity, learning how to stay organized is a crucial step in this career path.
Start by learning the basics of document management including filing, indexing, and archiving.
Understand the different types of documents you will be dealing with and how to handle them.
This includes knowing the importance of document version control and how to manage access to different types of documents.
You can enhance your organizational skills by taking relevant courses or training, either online or in a traditional classroom setting.
Topics such as information management, business administration, or record keeping can be beneficial.
Besides formal education, practical experience is also highly beneficial.
Try to gain exposure to roles that require a high level of organizational skills, such as administrative or clerical roles.
Use this experience to become familiar with document control systems and procedures.
Developing strong organizational skills will not only help you manage documents effectively but also improve your ability to multi-task, prioritize, and work under pressure, all of which are vital skills for a Document Controller.
Step 5: Acquire Knowledge in Industry-Specific Documentation
Once you have a solid foundation in general document control principles, it’s time to delve into documentation specific to the industry you wish to work in.
This might be engineering, construction, pharmaceuticals, or any other industry that generates large volumes of important documentation.
Each of these industries has their own unique set of standards and regulations that dictate how documents should be created, stored, and managed.
You should seek to understand these industry-specific requirements by conducting research, attending workshops or industry-specific trainings, or by pursuing a certification course related to document control in your chosen industry.
This could be a course in Construction Document Control, Pharmaceutical Good Documentation Practices (GDP), or ISO standards for document control, among others.
Gaining knowledge in industry-specific documentation not only gives you a competitive edge but also helps you perform your job efficiently and maintain compliance with industry standards.
This knowledge can be particularly beneficial when you’re applying for jobs, as it shows potential employers that you are well-versed in the specific requirements of their industry.
Remember, as a document controller, your role is pivotal in maintaining the integrity of the organization’s documents, so it’s important to be knowledgeable in all aspects related to document control in your industry of choice.
Step 6: Gain Relevant Experience
Getting hands-on experience is crucial for becoming a successful Document Controller.
The level of experience required may vary based on the industry and organization, but typically, a few years of experience in a related field is desirable.
You can gain relevant experience by working in roles such as administrative assistant, file clerk, or a junior role in document control.
These positions often involve tasks such as organizing files, maintaining data, and managing documents, which are all vital skills for a Document Controller.
Moreover, you can consider internships or part-time jobs in industries like construction, engineering, or oil and gas, where document control is a key part of the job.
This will give you a real-world understanding of how document control processes work in these industries.
During this period, focus on developing your skills in document control systems, understanding regulations and standards, and learning how to handle confidential information.
Remember, experience isn’t just about the time spent working but the knowledge and skills you gain.
The more proficient you become in managing and controlling documents, the better prepared you’ll be to step into a Document Controller role.
Step 7: Obtain Certification
Obtaining certification as a Document Controller can enhance your professional credentials and increase your chances of career advancement.
This is not a mandatory step, but it can provide you with a competitive edge in the job market.
There are several certification bodies that offer relevant certifications, such as AIIM (Association for Information and Image Management) and ECM (Enterprise Content Management).
These certifications will validate your skills in document control and management, records management, information governance, and more.
The certification process typically involves enrolling in a program, completing course work, and passing an exam.
Some certifications may also require you to have a certain amount of work experience in the field of document control.
Keep in mind that certifications usually need to be renewed every few years, and this may require continuing education or retaking the exam.
Nevertheless, this commitment to continuous learning and professional development can highlight your dedication to your role as a Document Controller.
Remember, earning a certification can be a significant step towards demonstrating your expertise and commitment to the profession, thus increasing your credibility and employability.
Step 8: Enhance Communication Skills
As a document controller, you will need to communicate effectively with different departments within the organization, as well as with external partners, to ensure that everyone has access to the updated and correct documents.
Therefore, enhancing your communication skills is a crucial step in your career development.
You should focus on both your verbal and written communication skills, as you will often need to explain complex information in a clear and concise way.
This might involve explaining to colleagues the correct procedures for document control, or writing detailed reports on the status of various documents.
Consider enrolling in communication workshops or seminars to polish your interaction skills.
Being able to convey your point assertively, yet diplomatically can go a long way in maintaining harmony and efficiency in the workplace.
Public speaking or business writing courses can also be beneficial, as they can improve your ability to present information professionally and persuasively.
Moreover, since document control often involves collaboration with diverse teams, strong interpersonal skills are beneficial.
Active listening, empathy, and the ability to work well in a team are all qualities that will help you succeed in your role as a document controller.
Remember, good communication is about more than just conveying information – it’s also about understanding the perspectives of others, resolving conflicts, and building strong working relationships.
Step 9: Build a Professional Network
Just like in any other industry, networking plays a crucial role in the field of document control.
Building a professional network can open up new opportunities and help you learn from experienced document controllers.
You can start by attending events and conferences focused on document management and control.
These events are great opportunities to meet professionals in your field and learn about the latest trends and best practices in document control.
You could also consider joining a professional organization such as the Association for Information and Image Management (AIIM) or the International Organization for Standardization (ISO).
In addition to face-to-face networking, make sure to leverage online platforms like LinkedIn. Keep your profile updated with your skills, experiences, and certifications.
Join relevant groups and participate in discussions, which can help you connect with other document controllers and industry professionals.
Remember that networking is a two-way street.
While it’s important to make connections, it’s equally important to provide value to your network.
Share your insights, help others when you can, and build relationships based on mutual respect and professionalism.
This can enhance your reputation in your industry and make you a go-to resource in your field, helping to advance your career as a Document Controller.
Step 10: Apply for Document Controller Positions
Once you have completed the necessary education and training, and you feel confident in your skills and knowledge, it’s time to begin applying for document controller positions.
You can search for job openings on various online job portals, company websites, or through a recruitment agency specializing in such roles.
Make sure to tailor your resume and cover letter to highlight your relevant skills, experience, and education in document control.
It’s crucial to demonstrate your understanding of document management systems, record keeping, compliance, and other related areas in your application.
Prepare yourself for interviews by practicing answers to commonly asked questions in the document control field.
You may be asked about your familiarity with specific document control software, your experience with managing sensitive information, or how you handle deadlines and work under pressure.
Don’t get discouraged if you don’t land a job immediately.
The job market can be competitive, and it may take time to find the right fit.
Keep applying, improving your skills, and networking in the industry.
Remember to follow up on your applications and show enthusiasm for the role and the company.
While you’re job hunting, consider freelance or temporary work related to document control.
This can provide valuable experience and connections, and may even lead to a permanent position.
Remember, every step you take is bringing you closer to your goal of becoming a document controller.
Step 11: Stay Current with Best Practices
In the role of a Document Controller, it’s crucial to stay up-to-date with the latest industry best practices.
This includes understanding the newest document management systems, the latest in data privacy regulations, and the most effective strategies in information governance.
One way to stay current is by attending professional development workshops, seminars, and training sessions.
These can provide you with new insights and tactics that can enhance your efficiency as a Document Controller.
Many of these sessions also offer the opportunity to network with other professionals in the field, allowing you to learn from their experiences and techniques.
Another important aspect is to keep updated with the latest technological advancements.
Software and tools used in document control are constantly evolving, and having hands-on experience with the latest versions can make your job easier and make you more valuable to your employer.
You can stay updated by subscribing to industry-related magazines, online publications, or attending webinars.
Finally, consider joining professional associations related to document control or information management.
These organizations can offer valuable resources, including training, networking opportunities, and updates on any changes in industry standards or regulations.
Membership can also help reinforce your commitment to your profession and show employers that you are engaged in your field.
Step 12: Pursue Career Advancement
As a Document Controller, there are several pathways for career advancement.
You may decide to specialize in a specific industry or type of documentation.
For example, you might choose to focus on legal, medical, or technical documents.
Specializing can help you become an expert in a specific area, which can lead to higher-paying jobs or leadership roles within your company.
Another way to advance your career is to take on more responsibilities.
This might involve managing a team of Document Controllers or overseeing multiple large-scale projects.
You could also aim to become the head of a document control department, which involves leading a team and making strategic decisions related to document management.
You might also consider earning advanced certifications.
There are various certifications available that can enhance your skills and knowledge, such as the Certified Document Controller or Certified Records Manager designations.
These certifications can make you more attractive to employers and can lead to better job opportunities.
Lastly, networking can be a key factor in career advancement.
Attending industry events, joining professional organizations, and building relationships with colleagues and professionals in your field can open doors to new opportunities.
Additionally, staying updated with the latest trends and technologies in document control can help you stay ahead in your career.
Document Controller Roles and Responsibilities
Document Controllers manage and oversee documents for a company or project.
They ensure the accuracy, quality and integrity of documents, including their format and version control.
Document Controllers also ensure compliance with company, industry and regulatory standards for documentation.
They have the following roles and responsibilities:
Document Management
- Manage electronic and hard copy documents as per company procedures.
- Maintain document control registers and ensure accurate record keeping.
- Process, distribute, and control the documentation packages in a timely manner.
Quality Control
- Ensure all documentation meets formal standards and regulations.
- Check and edit incoming documents and prepare for distribution.
- Verify the correctness and completeness of documents.
Compliance
- Ensure compliance with the company’s document control procedures and standards.
- Follow laws and regulations related to document control and management.
Training
- Provide training to employees about the document control system and processes.
- Ensure all users understand and adhere to relevant procedures and policies.
Version Control
- Manage the revision and version control of documents, ensuring they are up to date.
- Archive obsolete documents and ensure availability of latest documents to all departments.
Records Management
- Maintain and manage electronic and hard copy records.
- Ensure easy retrieval of documents and records when required.
Collaboration
- Work closely with project teams and department heads to understand and meet their document control needs.
Reporting
- Prepare reports related to document control for management.
- Report any issues or risks related to document control to the management team.
Communication
- Communicate document control standards and procedures to all employees.
- Coordinate with other departments regarding document requirements and revisions.
Continuous Improvement
- Identify opportunities for improving the document control processes.
- Implement approved changes to document control procedures.
What Does a Document Controller Do?
Document Controllers are professionals who manage and oversee the documents of an organization.
They are primarily responsible for the accuracy, quality, and integrity of an organization’s documents.
They ensure that all documents are well organized and easily accessible for all employees, often using document control software or systems.
Their duties may include classifying, storing, securing, and retrieving essential company documents when needed.
They handle the processing, distribution, and storage of company documents, keeping track of revisions and updates.
They are also responsible for ensuring all company documents comply with legal regulations and internal policies.
Document Controllers often work closely with other departments, coordinating and communicating regarding the accuracy of documents.
They may also train employees in document control processes and systems.
In some cases, they are tasked with developing and implementing document control policies and procedures to improve efficiency and ensure that the organization is following best practices.
Essential Document Controller Skills
- Data Management: Document controllers must efficiently manage, organize, and track multiple documents. This involves storing, archiving, and retrieving documents as required, ensuring easy access and retrieval for team members.
- Communication: As intermediaries between various departments, document controllers need strong communication skills. They should be able to convey information clearly and effectively, both verbally and in writing.
- Attention to Detail: This role involves working with complex, technical, and legal documents. Precision and keen attention to detail are crucial to avoid errors that could lead to serious consequences.
- Software Proficiency: Document controllers should be familiar with document management software and tools. Knowledge of Microsoft Office Suite, Adobe Acrobat, and databases is also important. Advanced skills in Excel for data analysis can be beneficial.
- Confidentiality: They often handle sensitive information. Thus, maintaining confidentiality and adhering to privacy standards is of utmost importance.
- Time Management: With numerous documents to handle and deadlines to meet, document controllers must possess excellent time management and prioritization skills.
- Problem-solving: In instances of document discrepancies, missing documentation, or system issues, problem-solving skills are key. Document controllers should be able to identify issues and devise efficient solutions.
- Collaboration: Working with various departments and external entities is part of the job. Thus, good teamwork skills and the ability to collaborate effectively are crucial.
- Understanding of Regulations: Familiarity with the regulations and standards relevant to the industry (e.g., ISO 9001 for quality management) is essential. This ensures that all documents are compliant.
- Report Generation: Creating reports and maintaining records of document status, updates, and issues is another vital skill. This helps keep the team and management informed of the document control process.
- Quality Control: Document controllers should ensure that all documents meet the set quality standards. This involves checking for accuracy, consistency, and completeness in all paperwork.
Document Controller Career Path Progression
The Foundation: Junior Document Controller
The journey typically starts at the position of a Junior Document Controller.
As a newcomer, your job is to absorb knowledge like a sponge while gaining practical experience.
Your duties may include managing and tracking documents, assisting in the preparation of reports, and maintaining document control records.
Here are some tips for success in this role:
- Detail-oriented: Pay attention to details, as document control requires high levels of accuracy.
- Learn Continuously: Stay updated with the latest document management systems and technologies.
- Communication Skills: Develop effective communication skills, as this role requires regular interaction with different departments.
The Ascent: Document Controller
With experience and confidence, you’ll transition into the role of a Document Controller.
Your responsibilities will increase, and you’ll manage more complex document control tasks, including overseeing document management systems, conducting internal audits, and training staff on document control procedures.
Here’s how to thrive in this stage:
- System Management: Become proficient in using document management systems.
- Organizational Skills: Organize and maintain documents, adhering to the company’s document lifecycle procedures.
- Compliance: Ensure compliance with company and regulatory standards.
Reaching New Heights: Senior Document Controller
The next step in your career progression is the Senior Document Controller position.
At this level, you are recognized for your expertise and leadership in document control.
You may lead document control teams, implement document control strategies, and ensure compliance with international standards.
To excel as a Senior Document Controller:
- Leadership: Lead your team effectively and ensure smooth operations of the document control department.
- Strategic Planning: Develop and implement document control strategies in line with company objectives.
- Problem Solving: Use your experience and knowledge to solve complex document control challenges.
Beyond the Horizon: Document Control Manager
As your career progresses, you may step into the role of Document Control Manager.
You’ll have more strategic responsibilities, including the development and implementation of document control policies and procedures, overseeing a team of document controllers, and reporting to senior management.
Here’s what to focus on:
- Management Skills: Enhance your leadership and management skills to guide your team effectively.
- Policy Development: Develop and implement document control policies that align with the company’s goals and regulatory requirements.
- Continuous Improvement: Identify opportunities for process improvement to enhance efficiency and accuracy in document control.
Pinnacle of Success: Director of Document Control
At the peak of your career, you might assume the role of Director of Document Control.
At this level, you’ll be responsible for defining the strategic direction of document control for the entire organization, making critical decisions, and leading larger teams.
This position requires a wealth of experience, excellent leadership skills, and a deep understanding of document control processes and standards.
Document Controller Salary
Entry-Level Document Controller
- Median Salary: $35,000 – $45,000 per year
- Entry-level document controllers typically have 0-2 years of experience and may hold an associate’s or bachelor’s degree in information management or related fields. They are primarily responsible for maintaining and managing company documents while ensuring their accuracy, quality and integrity.
Mid-Level Document Controller
- Median Salary: $45,000 – $60,000 per year
- Mid-level document controllers have 2-5 years of experience and often take on more administrative tasks including document retrieval, distribution, and ensuring compliance with company policies and industry regulations.
Senior Document Controller
- Median Salary: $60,000 – $80,000 per year
- Senior document controllers possess 5+ years of experience and are typically responsible for developing and implementing document control policies and procedures, as well as training staff on these procedures. They may also oversee a team of document controllers.
Document Control Manager
- Median Salary: $70,000 – $90,000+ per year
- These roles require significant experience and often involve project management, decision-making, and maintaining communication between departments to ensure consistent document use. They also monitor document control staff and ensure the company is compliant with internal and external audit requirements.
Director of Document Control
- Median Salary: $90,000 – $120,000+ per year
- These high-level positions require extensive experience and often involve setting strategies for document management within the company, ensuring compliance with regulations and standards, and leading a team of document controllers and managers.
Document Controller Work Environment
Document Controllers typically work in various sectors such as construction, engineering, oil and gas, and IT firms, where there is a requirement to manage large quantities of documents and ensure their accuracy and reliability.
They usually work in an office environment as part of the administrative team, interacting often with project managers, engineers, and other professionals.
Document Controllers might also have to work on project sites, depending on the nature of their industry.
Their work schedules are usually full-time, adhering to standard business hours.
However, overtime may be required to meet critical project deadlines.
With experience and a proven track record, a Document Controller may advance to supervisory or management roles or may choose to freelance, offering their expertise to multiple organizations.
FAQs About Becoming a Document Controller
What is needed to become a document controller?
To become a document controller, you typically need a high school diploma or equivalent, but some employers may prefer candidates with an associate’s or bachelor’s degree in business administration or a related field.
You will need to develop strong organizational and administrative skills as well as an understanding of document management processes.
Proficiency in using document management software and Microsoft Office suite is also important.
Communication skills, attention to detail, and the ability to handle confidential information responsibly are also key attributes of successful document controllers.
How long does it take to be a document controller?
The time it takes to become a document controller can vary depending on your experience and education.
If you start directly after high school, you might need a few years of administrative experience before you can move into a document control role.
On the other hand, if you have a degree in business administration or a related field, you might be able to secure a document controller position sooner.
In general, you can expect to spend 1-3 years gaining the necessary experience.
Can I be a document controller without a degree?
Yes, it is possible to become a document controller without a degree.
Many document controllers begin their careers in administrative roles and gradually move into document control as they gain experience.
However, having a degree in business administration or a related field can improve your job prospects and potentially accelerate your career progression.
Is document controlling a stressful job?
The level of stress in a document controller job can vary depending on the workload and the importance of the documents being controlled.
It can be stressful when managing large volumes of documents, meeting tight deadlines, or handling sensitive information.
However, having good organizational and time management skills can help manage the stress level.
What are the prospects for document controllers in the next decade?
The demand for document controllers remains steady across various industries such as construction, engineering, and pharmaceuticals, amongst others.
As businesses continue to recognize the importance of proper document control for regulatory compliance and operational efficiency, the prospects for document controllers are expected to remain stable.
Additionally, with more businesses transitioning to digital platforms, there may be an increased demand for document controllers with skills in electronic document management systems.
Conclusion
And that’s the roadmap.
Setting forth on your path to becoming a document controller is indeed a sizable undertaking, but it’s unquestionably gratifying.
Equipped with the appropriate skills, education, and tenacity, you are on the precipice of making a significant contribution to the world of information management.
Keep in mind, the journey may be arduous, but the prospects are boundless. Your organizational skills and attention to detail could revolutionize how businesses store, manage, and access their critical documents.
So, take the plunge. Immerse yourself in knowledge. Connect with industry professionals. And most importantly, never stop organizing.
Because the world is eager for your expertise in document control.
And if you’re seeking personalized advice on launching or progressing your career in document control, explore our AI Career Path Advisor.
This complimentary tool is designed to provide tailor-made advice and resources to aid you in effectively navigating your career path.
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