How to Be Document Control Coordinator - Job Description, Skills, and Interview Questions

Dec 11, 2021 / 5 Minutes Read / By Albert

How to Become

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The lack of an effective document control coordinator can lead to numerous problems, such as increased costs, prolonged timelines, and dissatisfied customers. Without a proper document control coordinator, documents can easily become misplaced or lost and teams may be unable to access the necessary information needed to complete projects. This leads to delays in project completion, additional costs for rework, and dissatisfied customers due to missed deadlines.

it is likely that any changes made to documents will not be properly tracked, leading to confusion and further delays. A document control coordinator can alleviate these issues by ensuring that documents are organized and easily accessible, that changes are tracked and monitored, and that deadlines and deliverables are met.

Steps How to Become

Obtain a bachelor's degree. Most employers prefer to hire Document Control Coordinators who have a bachelor's degree in a field such as business, information technology, or engineering.
Develop strong organizational and communication skills. Document Control Coordinators must be able to organize and manage large amounts of information while communicating effectively with colleagues and clients.
Obtain experience in document management. Working as an assistant in a document control department or as an administrative assistant in a related field can help you gain the experience needed to become a Document Control Coordinator.
Become proficient with document control software. Many organizations use specialized software to control documents. Becoming familiar with this software is essential for success in this job.
Obtain certification. Many organizations require Document Control Coordinators to have certification from a professional organization like the Association for Document Management (ADM).
Apply for positions as a Document Control Coordinator. Once you have the necessary qualifications and experience, you can begin applying for positions as a Document Control Coordinator.

Staying ahead and competent as a Document Control Coordinator requires an ongoing effort to stay informed of the latest trends and advancements in the field. It is important to stay current with document control software, industry regulations, and best practices. Taking advantage of professional development opportunities, such as attending seminars, workshops or conferences, can help ensure that Document Control Coordinators remain informed and up-to-date on their skills.

staying organized and keeping detailed records of all documents and processes is critical for success. By taking the time to research existing processes, actively participating in continuing education, and maintaining accurate documentation, Document Control Coordinators can ensure that they remain ahead and competent in the field.

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Job Description

Maintain up-to-date documents and records, including creating, updating, and filing of documents and records.
Ensure that all documents are accurate, complete and compliant with applicable standards and regulations.
Develop and implement document control processes, procedures and systems.
Monitor document control activities across the organization.
Create and maintain document control databases.
Monitor document control activities to ensure compliance with relevant policies and regulations.
Train employees on document control processes and procedures.
Monitor document control performance indicators.
Prepare reports on document control activity.
Review and verify accuracy of documents before distribution.
Respond to document control inquiries from internal and external parties.
Liaise with external vendors and suppliers to ensure compliance with document control requirements.
Oversee document security, archiving and destruction processes.
Assist in the development of document control plans and strategies.

Skills and Competencies to Have

Excellent organizational and communication skills
High level of attention to detail
Proficiency in document management software
Knowledge of document control systems
Ability to prioritize tasks and manage multiple projects simultaneously
Ability to work independently and as part of a team
Proficiency in Microsoft Office Suite
Knowledge of quality standards and regulations
Ability to analyze data and make recommendations for improvement
Excellent problem-solving skills

Time management is one of the most important skills for a Document Control Coordinator to have. Having good time management skills allows them to stay organized and on top of their tasks, ensuring that deadlines are met and work is completed according to the client's specifications. Incorporating the use of time management tools such as calendars, planners, and task lists, enables them to prioritize tasks, set achievable deadlines, and monitor progress.

it helps them to track project costs and anticipate any potential delays that may arise. As a result, this helps to ensure that the document control process is timely, efficient, and cost-effective. Furthermore, having good time management skills enables the coordinator to effectively collaborate with colleagues and stakeholders, thereby increasing the quality of communication and collaboration within the project.

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Frequent Interview Questions

What experience do you have managing document control systems?
What steps do you take to ensure the accuracy and completeness of documents?
Describe your approach to managing different types of documents such as technical and non-technical records.
How do you stay up-to-date on document control industry trends and best practices?
What challenges have you faced while managing document control processes?
How do you ensure compliance with applicable regulations and standards?
What methods do you use to monitor document control activities?
How do you ensure documents are securely stored and easily accessible?
How do you collaborate with other departments to ensure document control objectives are met?
What strategies do you use to help colleagues understand the importance of accurate and timely document control?

Common Tools in Industry

Document Management System (DMS). A system used to store, track, and manage documents electronically. (e. g. SharePoint, Google Drive)
Project Management Software. Software used to plan, track, and manage a project's timeline, budget, and resources. (e. g. Monday. com, Trello)
Version Control Systems. Software used to manage changes to documents and keep track of different versions. (e. g. Git, Subversion)
Collaboration Tools. Tools used to facilitate communication and collaboration between team members. (e. g. Slack, Microsoft Teams)
Document Automation Software. Software used to automate the creation and management of documents. (e. g. DocuSign, Adobe Sign)
Data Analysis Tools. Tools used to analyze data and generate reports. (e. g. Microsoft Power BI, Tableau)

Professional Organizations to Know

Project Management Institute (PMI)
American Society of Quality (ASQ)
Association for Information and Image Management (AIIM)
International Association of Information and Image Managers (IAIM)
Association for Information and Document Management Professionals (AIDMP)
Institute of Certified Records Managers (ICRM)
International Records Management Trust (IRMT)
International Council on Archives (ICA)
International Federation of Library Associations and Institutions (IFLA)
Association for Computing Machinery (ACM)

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Common Important Terms

Document Management System (DMS). A system used to store, organize, manage, and track documents and versions of documents.
Version Control. A process used to track changes to a document.
File Naming Conventions. Rules and standards used to name documents and files in an organized way.
Document Retention. The practice of keeping documents for a certain period of time for record-keeping purposes.
Access Control. The practice of granting and restricting access to documents based on security policies.
Metadata. Data about data, such as the author, date created, and other information related to the document.
Searchability. The ability to quickly find documents using keywords or filters.
Record Keeping. The practice of keeping up-to-date records of documents for auditing purposes.
Data Integrity. Ensuring that documents remain accurate and uncorrupted over time.
Regulatory Compliance. Adhering to laws, regulations, and policies regarding the management of documents.

Frequently Asked Questions

What qualifications are needed to be a Document Control Coordinator?

Most employers require a bachelor's degree in a related field, such as business or engineering, and at least three years of experience in document control or a related field.

What duties are associated with a Document Control Coordinator?

A Document Control Coordinator is responsible for creating and maintaining documents related to their organization, such as product specifications, design documents, and test plans. They also manage document versions and revisions, track document reviews and approvals, and ensure that documents comply with regulatory requirements.

What software tools does a Document Control Coordinator use?

Document Control Coordinators typically use document management software such as Microsoft SharePoint, Adobe Acrobat, and Box. They may also use document collaboration tools such as Slack, Confluence, and Asana.

What type of environment does a Document Control Coordinator work in?

Document Control Coordinators typically work in an office environment, but may also work remotely if their organization supports it.

What is the average salary of a Document Control Coordinator?

According to PayScale, the average salary of a Document Control Coordinator is $58,941 per year.

Web Resources

Document Control Coordinator | Job Listings | University Career hireaniner.charlotte.edu
DOCUMENT CONTROL SPECIALIST - Duke University careers.duke.edu
Content Owner & Coordinator Responsibilities | UNG Websites ung.edu