A Document Controller is essential in maintaining the integrity, organization, and accessibility of company documents. In industries where accuracy and compliance are paramount, such as construction, engineering, or legal fields, the role of a Document Controller ensures that all important records are stored, tracked, and updated in a timely and efficient manner.

What is a Document Controller?

A Document Controller is responsible for managing, organizing, and maintaining documents and records in an efficient manner. This includes creating, reviewing, and ensuring the accuracy and compliance of documents, as well as overseeing their storage and retrieval. Document Controllers work across various industries, ensuring that records are accessible when needed, ensuring proper version control, and maintaining a filing system that supports the company’s operational and compliance needs.

Document Controller Responsibilities Include

  • Managing and maintaining an efficient document management system (physical or electronic).
  • Receiving, reviewing, and organizing incoming and outgoing documents.
  • Ensuring document control procedures and standards are followed, ensuring compliance with regulatory requirements.
  • Assigning document control numbers, file names, and classifications for easy retrieval.
  • Monitoring document revisions and updates to ensure version control.
  • Maintaining confidentiality and ensuring documents are protected from unauthorized access.
  • Collaborating with other departments to ensure timely processing of documents.
  • Assisting in preparing documents for audits, and ensuring all necessary files are accessible.
  • Archiving outdated documents in accordance with company policies and legal requirements.
  • Generating reports and records management summaries for internal and external stakeholders.

Job Title: Document Controller

Job Introduction

We are looking for a highly organized and detail-oriented Document Controller to join our team. As a Document Controller, you will play a crucial role in managing and overseeing the proper storage, retrieval, and distribution of documents. The ideal candidate will have excellent organizational skills, attention to detail, and proficiency with document management software.

Responsibilities:

  • Oversee and manage the document control system to ensure accurate and timely storage and retrieval of documents.
  • Implement and maintain document control procedures to ensure compliance with company policies and industry regulations.
  • Organize and classify documents, assigning numbers, names, and classifications for easy access.
  • Monitor and maintain version control to ensure the most recent document revisions are used.
  • Collaborate with internal departments to ensure that documents are processed, reviewed, and approved as required.
  • Assist with document audits and ensure that necessary documentation is available for regulatory purposes.
  • Ensure that all documents are securely stored and maintain confidentiality of sensitive information.
  • Archive and dispose of documents according to retention schedules and compliance guidelines.

Requirements:

  • Bachelor’s degree in Business Administration, Information Management, or a related field; certification in document control is a plus.
  • Proven experience (2+ years) as a Document Controller, Records Manager, or in a similar role; familiarity with document management systems (e.g., SharePoint, Aconex, etc.) is preferred.
  • Strong organizational skills, attention to detail, proficiency in document management software, and the ability to work under tight deadlines.
  • Knowledge of document control procedures, file management, and compliance regulations.
  • Document Control certification (e.g., CDIA, or similar) is an advantage.

Conclusion

This template will help hiring managers create a comprehensive Document Controller job description that covers the key responsibilities and qualifications necessary for the role. By utilizing Cleveri’s AI-driven Candidate Screening and Video Interviewing platform, you can streamline the hiring process, ensuring you find the best candidate for the job. Cleveri’s platform helps match the right candidates with your job description, increasing the efficiency and accuracy of your hiring process.