Document Controller in Irving

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Job DescriptionJob Description

Job Description Document Controller

A document controller is responsible for organizing, maintaining, and managing an organization's documents by systematically tracking, storing, distributing, and updating them to ensure the correct version is accessible to the right people at the right time, often utilizing document management software to maintain accurate records and control access to sensitive information; key duties include collecting, scanning, filing, and distributing documents while adhering to established procedures and retention policies.

Key responsibilities of a document controller:

• Document intake and registration:

Receive, log, and categorize incoming documents, including technical drawings, specifications, and project reports.

• Document control system management:

Utilize document management software to store, track, and manage document versions, ensuring only the latest approved version is accessible.

• Document distribution:

Distribute documents to relevant stakeholders according to defined access levels and project requirements.

• Document review and update:

Review documents for accuracy and completeness, manage revision cycles, and update documents as needed.

• File maintenance:

Organize and maintain physical and electronic document files in a structured system.

• Record retention:

Implement and monitor document retention policies to ensure compliance with regulations and company standards.

• Change management:

Communicate document changes to affected parties and manage the transition to new versions.

• Access control:

Manage user access to documents and maintain confidentiality of sensitive information.

• Reporting and analysis:

Generate reports on document usage and compliance to identify potential issues.

Required skills for a document controller:

• Attention to detail: Ability to carefully review documents for accuracy and consistency.
• Organizational skills: Efficiently managing large volumes of documents and maintaining a structured filing system.
• Technical proficiency: Familiarity with document management software and systems.
• Communication skills: Clear and concise communication with various stakeholders to clarify document requirements.
• Problem-solving skills: Identifying and resolving issues related to document control processes.

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