Document Management:

• Ensure proper documentation, tracking, and retrieval of important records.
• Maintain control over the creation, modification, approval, and distribution of documents.
• Implement document management systems for electronic and hard copy files.

Compliance and Regulation:

• Ensure that all documents comply with legal and organizational standards, such as industry-specific regulations or internal policies.
• Monitor document retention schedules and ensure proper archiving or destruction of outdated documents.

Work Control Coordination:

• Oversee workflow processes related to document creation, approval, and storage.
• Coordinate with various departments to ensure timely and accurate document processing.
• Monitor work order systems or task management systems, ensuring documents support operational needs.

Document Security:

• Protect sensitive information from unauthorized access by implementing proper document control measures.
• Implement encryption or secure storage methods for classified or confidential documents.

Reporting & Record Keeping:

• Prepare and submit reports on document control processes and compliance for management review.
• Maintain an accurate and up-to-date log of document revisions and approvals.

Training & Support:

• Train staff and other personnel on proper document handling, filing procedures, and software systems.
• Provide support for employees in retrieving and managing documents.

Skills

Key Skills and Qualifications:

• Attention to Detail: Precision is crucial for tracking documents and ensuring compliance.
• Knowledge of Document Control Systems: Familiarity with software such as SharePoint, Documentum, or other document management platforms.
• Organizational Skills: Strong ability to maintain systematic filing and retrieval systems.
• Communication Skills: Ability to liaise with various teams and stakeholders effectively.
• Compliance Understanding: Knowledge of regulatory requirements and best practices for document control.
• IT Proficiency: Familiarity with digital document management tools and software.

Possible Industry Applications:

• Manufacturing and Engineering: Where project documentation, safety protocols, and blueprints need to be strictly managed.
• Healthcare: For controlling patient records and medical documentation.
• Government or Defense: In managing sensitive documents and classified materials.
• Finance: Where financial documents must be kept secure and compliant with regulations.