Definition
A document controller is 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.
Qualifications
There are no official qualifications that are required to
become a document controller.
The minimum education required to become a document
controller is the completion of high school. With English Language and Computer
soft wares that serves the required jobs.
Personality
- Being reliable and honest
- Being Accurate
- Well organized
- Work Under Pressure
- Communication Skills
- Teamworking
- leadership skills
- Problem Solving
- Negotiation and persuasion
- Time Management
- Perseverance and motivation
- Confidence
Professional skills
- Strong IT skills in MS office including outlook, excel
and word. Viewing Auto cad files is an add.
- foreign Language Skills
- Multitasker
- Respect details
- Typing Proficiency
- Writing Skills
- Document Meeting Minutes
Responsibilities
- Set up documents System
- Create templates
- Manage requests for documentation
- File documents in physical and digital records and
ensure appropriate storage
- Review and maintain the accuracy of the records, editing
where necessary to ensure they are up to date
- liaise and distribute project related information with
the project stake holders and potential external parties
- Manage the processes around documentation within the
organization
- Maintain confidentiality with the sensitive
documentation
- Prepare ad-hoc reports on projects when required
The Role of the Document Controller on projects
- Maintaining all live Project Documents and also obsolete
Documents for records.
- Maintaining and updating System.
- Allocation of Document, Document Numbering and provide
Document Templates to other departments for preparing Construction
Procedures, Method Statements, etc., and also for Subcontractors / Sub
Consultants through the concerned departments.
- Receipt, control, storage, and the issue of project
documentation as Controlled Copies as per the Document Distribution Matrix
and also storing all the documents as Hard Copies, Soft Copies and also
feeding to the DCC system.
- Preparation of Document Distribution Matrix in
conjunction with Project Management Team.
Career ladder
- Junior Document Controller
- Senior Document Controller
- Lead Document Controller
- Document Control Manager
Reported to whom?
Usually Document Controller working under the
supervision of a professional, such as an Engineering Manager, a Quality
officer, or a Deputy / Project Manager
