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

Nov 26, 2021 / 5 Minutes Read / By Albert

How to Become

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The increasing reliance on digital documents for storing and sharing information has had a profound effect on document control. As companies strive to make their processes more efficient, document controllers are essential to ensure the secure and timely exchange of documents. They maintain an organized system for tracking changes, approvals, and access to documents.

By doing so, document controllers help companies reduce errors and ensure that everyone is working off of the same, up-to-date version of a document. document controllers ensure compliance with government regulations and industry standards by providing audit trails and tracking document changes.

Steps How to Become

Obtain a High School Diploma. Most employers require applicants for document controller positions to have a high school diploma or equivalent. If a high school diploma is not achieved, document controllers may complete an apprenticeship or other on-the-job training program.
Obtain a Certificate or Associate Degree. A certificate or an associate degree in a related field, such as document management, office administration, or business administration, can give applicants an edge in the hiring process. Courses in these programs may include accounting, business communication, computer software, and legal procedures.
Gain Experience. Most employers prefer to hire document controllers with at least one year of experience in a related field. Document controllers with experience in document management, office administration, or legal support are particularly attractive to employers.
Obtain Professional Certifications. Professional certifications can demonstrate an applicant's knowledge and skills in this field. Certifications in areas such as records management, document imaging, and computer applications are available through professional organizations and software companies.
Become Familiar with Document Control Software. Document control software is used to manage and organize large volumes of documents. Becoming familiar with different software programs is essential for document controllers.

The role of a Document Controller is critical to the success of any organization. Having a qualified and capable Document Controller ensures that all documents are properly maintained, organized, and accessible. This helps to ensure that the organization can access the right documents quickly and easily, and that all documents are up-to-date and accurate.

As a result, it significantly reduces the risk of errors, improves compliance and efficiency, and increases customer satisfaction. Furthermore, a Document Controller is also responsible for overseeing document security and providing guidance on document management policies and procedures. By having an ideal and capable Document Controller, organizations can benefit from improved document accuracy and accessibility, increased efficiency, and better compliance with applicable regulations.

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Job Description

Ensure accuracy and completeness of all documents in the document control system
Maintain document control databases, filing systems and document repository
Monitor the flow of documentation throughout the organization
Assist in developing and maintaining document control procedures
Prepare and issue documents in accordance with established procedures
Track document status, revisions and distribution
Maintain a log of all documents sent and received
Create, update and maintain electronic filing systems
Provide reports as required
Ensure compliance with internal and external regulations
Monitor and review documents to ensure compliance with corporate standards
Manage document archiving, retrieval and destruction processes
Maintain confidential documents securely
Provide document control training to staff as needed

Skills and Competencies to Have

Excellent organizational skills
Strong attention to detail
Ability to prioritize tasks
Proficiency in Microsoft Office Suite
Knowledge of document management systems
Familiarity with scanning and imaging technologies
Excellent communication skills
Ability to adhere to policies and procedures
Ability to work autonomously and as part of a team
Ability to work under pressure and meet deadlines

A successful Document Controller needs to be highly organized and have excellent communication skills. This is because document control requires the individual to manage a large volume of files and documents, which must be stored and archived in an accurate and efficient manner. Good communication skills are also necessary in order to effectively interact with other staff members, clients, and vendors, to ensure that all documents are handled properly.

A Document Controller must be able to quickly understand complex instructions, and be able to identify any discrepancies in the documents. They must also be able to act swiftly in order to prevent any problems that may arise. Having good problem-solving and analytical skills is also essential, since Document Controllers need to be able to recognize errors and suggest solutions.

having strong technical knowledge of the latest software and technology is important in order to ensure that documents are securely stored and handled. Finally, being proficient with Microsoft Office applications is also an important skill, as this can make a huge difference when it comes to efficiently managing documents. All these skills combined will help any Document Controller to excel in their job.

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Frequent Interview Questions

How have you managed large document databases in the past?
Are you familiar with document control software?
How do you ensure accuracy and quality when filing documents?
Are you able to manage multiple projects concurrently?
Describe your experience developing and implementing document control strategies.
How do you manage version control of documents?
How do you stay organized and up-to-date with filing deadlines?
What steps do you take in order to maintain data integrity?
Describe a time when you successfully identified a document error and fixed it.
How do you ensure confidential information is secure?

Common Tools in Industry

Dropbox. A cloud-based file storage and collaboration platform (eg: Microsoft Word documents).
Adobe Acrobat. A document management software that allows users to create, read, and edit PDF files (eg: user manuals).
SharePoint. A web-based document management and collaboration system (eg: employee handbooks).
Documentum. An enterprise content management system for storing, managing, and tracking documents (eg: financial reports).
Google Drive. A cloud-based file storage and collaboration platform (eg: spreadsheets).
Microsoft Office 365. A suite of cloud-based office productivity tools (eg: presentations).
AutoDoc. A document automation and management system (eg: contracts).
Alfresco. An open source enterprise content management system (eg: product specifications).
ProjectWise. A project information and content management system (eg: design drawings).
DocuSign. An electronic signature platform for signing documents securely online (eg: NDAs).

Professional Organizations to Know

American Records Management Association (ARMA)
International Records Management Trust (IRMT)
Association for Information and Image Management (AIIM)
Society for Imaging Science and Technology (IS&T)
Institute of Certified Records Managers (ICRM)
Information Governance Initiative (IGI)
Open Text Corporation
Information and Records Management Society (IRMS)
Institute of Documentation, Information and Communication (IDC)
Association of Records Managers and Administrators (ARMA International)

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Common Important Terms

Document Management System (DMS). Computer software used to store, manage and track electronic documents and electronic images of paper documents.
Document Retention Policy. A set of guidelines and procedures that determine how long documents must be retained and when they should be destroyed.
Document Version Control. The process of tracking and managing different versions of documents.
Document Metadata. Data about the document, such as author, date created, date modified, document type, etc.
Document Indexing. The process of organizing documents into categories for easier retrieval.
Document Auditing. The process of reviewing documents to ensure accuracy and compliance with standards.
Document Security. Processes and technologies used to protect documents from unauthorized access and tampering.

Frequently Asked Questions

What is the primary responsibility of a Document Controller?

The primary responsibility of a Document Controller is to manage the flow of documents in an organization, ensuring accuracy, consistency, and timely distribution of important documents.

What are the key skills necessary for a successful Document Controller?

Key skills necessary for a successful Document Controller include strong organizational and communication skills, attention to detail, knowledge of document management systems, and the ability to multitask and work accurately under pressure.

How does a Document Controller ensure accuracy and consistency of documents?

A Document Controller ensures accuracy and consistency of documents by following document control procedures, verifying document contents and format, ensuring documents are up-to-date and complete, and conducting regular quality checks.

What is the maximum number of documents a Document Controller can manage?

There is no maximum number of documents a Document Controller can manage; it depends on the size and complexity of the organization.

What type of software does a Document Controller use?

A Document Controller typically uses document management software to store and track documents, as well as other software such as word processing software, spreadsheet software, and project management software.