Document Controller Job Description Template
The Document Controller is responsible for the administration and maintenance of all project documentation in accordance with company procedures. They will ensure that all documents are properly filed, labelled and stored both electronically and in hard copy format. The role also involves ensuring that document revision histories are tracked, maintaining up-to-date records of issued documents, and distributing newly revised documents to relevant parties. The Document Controller will liaise with project teams to ensure that all documentation meets the required standards prior to release.
Document Controller Job Responsibilities
- Maintain upto-date records of all documents and drawings, both electronic and hard copy
- Ensure that all documents are correctly versioned, filed and stored in accordance with company procedures
- Distribute documents to project team members as required
- Monitor document review and approval process, including chasing signatories as needed
- Scan and upload documents to project intranet or other shared drive as required
- Prepare transmittals for outgoing documents
Objectives
- To ensure that all documents are properly controlled and stored.
- To maintain upto-date records of all documents.
- To ensure that all documents are accessible to authorized personnel.
- To monitor document expiration dates and take appropriate action.
- To coordinate the distribution of documents to authorized personnel.
- To destroy expired or obsolete documents in a secure manner.
Document Controller Job Skills & Qualifications Needed
- The skills and qualifications needed for the role of Document Controller vary depending on the specific organization and position. However, there are some common skills and qualifications that are often required. These include strong organizational abilities, excellent communication skills, and experience with document management software. In addition, many organizations require Document Controllers to have a bachelor's degree in a relevant field such as business administration or management.