Explore the critical requirements, core duties, primary responsibilities, and key skills that should be included in a comprehensive Document Controller job description.
What does a Document Controller do?
A document controller is responsible for managing and organizing documents for a company. They make sure documents are filed correctly, stored securely, and easily accessible for all departments. They also create reports, archive materials, and ensure document access is smooth across the organization.
Job Description
We are looking for a detail-oriented document controller to handle the intake, management, and storage of our company's documents. Your main responsibilities will include reviewing, processing, and filing documents, as well as ensuring the efficient functioning of all document operations.
To be successful in this role, you should have knowledge of document management processes and be highly organized. A great document controller will also have experience working with document management software and be able to handle tasks like document access, intake, and archiving.
Job Duties and Responsibilities
- Receive, scan, and verify documents
- File and archive important documents
- Retrieve files for employees and customers when needed
- Create templates for documents and file types
- Check and edit documents for accuracy and compliance
- Manage the flow of documents in and out of the department
- Report any errors or updates regarding document storage
- Ensure the secure disposal of confidential documents
- Update and maintain document management systems and physical records
- Maintain the security of sensitive documents
- Assist employees with accessing documents through the management system
Requirements and Qualifications
- Bachelor's degree in business administration, library management, or record management
- 2 years of experience in document management, archive management, or records management
- Familiarity with document management systems like Sharepoint, OnlyOffice, DocuWare Cloud, Rubex
- Proficiency in document capturing systems like CAPSYS Capture and Xerox DocuShare
- Strong knowledge of Microsoft Office programs
- Excellent typing and report writing skills
- Organizational and document organizing abilities
- Familiarity with relevant regulations for document keeping and handling
- Ability to proactively manage database changes using software management systems
- Efficient and timely approach to handling tasks and queries