Document Control Specialist Job Description

Updated on: September 29, 2016

A document control specialist is hired specifically to handle a company’s document management needs. Typically, a person working at this position will store, track and manage the company’s documents, both in electronic and paper formats, depending on the individual requirements of each organization. Since company data plays an important part in how it functions, it is important for document control specialists to be accurate, along with possessing the ability to keep information safe and confidential.

A high school diploma or a GED is typically required to work as a document control specialist. Good organizational skills, ability to handle large volume of work and capability of working in a self-directed manner are also important if you want to work at this position. Since many people working as document control specialists are required to convert paper information into electronic forms, it is imperative to be technologically savvy. Of course, you’ll need to know a lot about handling office equipment since you will be working extensively with scanners, printers and photocopiers.

Here is a list of duties that you will be performing as a document control specialist on any typical day at work:

Document Control Specialist Job Description

• Gather information regarding each assigned project and ensure that it is properly sorted and organized
• Collect input from employees and clients in order to complete the data at hand
• Manage documents by making lists of them according to company protocols
• Define all documents flow structures according to policies
• Ensure that all paper documents are properly filed and safety stored
• Perform photocopying activities to make backups of paper files and records
• Scan paper documents to convert them into electronic ones and ensure that converted documents are properly and confidentially stored
• Organize document routes from conceptualization to filing
• Establish and maintain document control logging systems according to set protocols
• Respond to requests for processing documents for approvals and changes
• Ascertain that all standard operating procedures (SOPs) are followed when filing and / or retrieving data
• Respond to requests for data retrieval by first verifying identity and rights of the requester
• Develop release correspondence for changes and implement processes for controlled documents
• Assist in coordinating reviews and approval processes for all paper and electronic documents
• Assist end users in making use of document management systems by interpreting department policies and procedures
• Review all documents before scanning them to ensure that no classified documents are accidentally scanned
• Order and track original documents from clients and employees and ensure their accuracy and integrity