25 Document Control Interview Questions and Answers

Document control is a critical process in any business. From ensuring that the latest version of a document is the only one that is used to keeping track of revisions and changes, document control professionals are responsible for making sure that the right document is in the right place at the right time.

If you’re looking for a job in document control, you’ll likely need to go through a job interview. In order to make sure that you’re prepared, review the most common document control interview questions and answers.

1. Are you familiar with the International Organization for Standardization (ISO) standards for document control?

The interviewer may ask this question to see if you have experience with the standards that govern document control. Document control is a highly regulated process, and many organizations use it to ensure compliance with industry regulations. If you have previous experience working in an organization that uses ISO standards for document control, explain your role in implementing these standards.

Example: “Yes, I am very familiar with the International Organization for Standardization (ISO) standards for document control. In my previous role as a Document Control specialist, I was responsible for ensuring that all documents and records were in compliance with ISO standards. This included creating and maintaining a secure filing system, implementing processes to ensure accuracy of data, and monitoring changes to documents. I also had experience working with other departments to ensure that their documents met the necessary requirements. My familiarity with these standards has enabled me to be successful in my current position and I would be happy to bring this knowledge to your organization.”

2. What are the different types of document control systems?

This question is a great way to show your knowledge of the different types of document control systems and how they work. You can answer this question by naming each type of system, describing what it does and giving an example of when you’ve used it in the past.

Example: “Document control systems are used to manage the creation, review, approval, distribution, and archiving of documents. There are several different types of document control systems available, each with their own unique features and benefits.

The most common type is a web-based system, which allows users to access documents from any device with an internet connection. This type of system also offers secure storage for sensitive documents and can be customized to meet specific organizational needs.

Another type of document control system is an enterprise content management (ECM) system. ECM systems provide a centralized repository for all documents and allow for collaboration between multiple users. They also offer advanced security features such as encryption and user authentication.

Lastly, there are document imaging systems that use optical character recognition technology to convert paper documents into digital formats. These systems make it easier to store and share documents electronically, while still maintaining the original formatting.”

3. How do you determine the appropriate storage medium for a document?

This question can help an interviewer assess your knowledge of the various storage mediums available and how you apply them to document control. Use examples from past experience to show that you know when to use a certain medium for specific documents.

Example: “When determining the appropriate storage medium for a document, I take into account several factors. First, I consider the sensitivity of the information contained in the document and whether it needs to be kept secure. If so, then I would opt for an electronic storage system with restricted access. Second, I look at how often the document will need to be accessed and updated. If it is frequently used or changed, then I may choose an online platform that allows easy access from multiple locations. Finally, I assess the size of the document and determine if physical storage is necessary. Depending on the amount of space available, I can decide between paper filing systems or digital archiving solutions. By taking all these elements into consideration, I am able to select the best storage medium for any given document.”

4. What is the importance of using a barcode scanner in the document control process?

Barcode scanners are a common tool used in document control. They allow employees to quickly and accurately scan documents, which helps them keep track of important information. Your answer should show the interviewer that you understand how barcode scanners can be beneficial in this role. You can explain what they do and why it’s helpful for document control.

Example: “The use of a barcode scanner is an important part of the document control process. It helps to ensure accuracy and efficiency in managing documents, both physical and digital. By scanning documents with a barcode scanner, it allows for quick identification of documents, reducing the time spent manually looking up information. This can help streamline processes such as filing, tracking, and retrieving documents.

In addition, using a barcode scanner also helps to reduce errors that may occur when entering data into a system manually. With a barcode scanner, all information is quickly and accurately captured, eliminating any potential mistakes. Finally, by using a barcode scanner, organizations are able to save costs associated with manual entry of data.”

5. Provide an example of a time when you had to retrieve a missing document for a client and explain what you did to solve the problem.

This question is an opportunity to show your problem-solving skills and ability to work under pressure. When answering this question, it can be helpful to describe the steps you took to solve the issue and highlight how you used your organizational skills to complete the task.

Example: “I recently had to retrieve a missing document for a client. The document was an important contract that needed to be signed and returned as soon as possible. To solve the problem, I first identified who had access to the document and contacted them directly. After confirming they did not have it, I then looked through our internal filing system to see if there were any copies of the document stored away. Fortunately, I found a copy in our archives and was able to quickly retrieve it and send it back to the client. This allowed us to meet the deadline and avoid any potential issues with the contract.”

6. If you saw a colleague improperly discarding a document, what would you do?

This question can help an interviewer understand your commitment to document control and how you would handle a situation where someone else was not following the company’s procedures. In your answer, try to show that you value compliance with policies and procedures and are willing to speak up when necessary.

Example: “If I saw a colleague improperly discarding a document, my first priority would be to ensure that the document is properly secured. Depending on the type of document and its importance, this could involve retrieving it from the trash or alerting the appropriate personnel about the situation. If necessary, I would also take steps to prevent any further improper disposal of documents by implementing additional protocols or procedures for document control.

At the same time, I would approach the colleague in question with respect and professionalism. It’s important to understand why they may have discarded the document incorrectly so that we can work together to avoid similar situations in the future. I believe that open communication and collaboration are essential when dealing with such issues.”

7. What would you do if you noticed that a document was misfiled and the client needed to access the document immediately?

This question can help the interviewer determine how you handle mistakes and whether you have a system in place to prevent them from happening. Your answer should show that you are willing to take responsibility for your actions, apologize when necessary and learn from your mistake.

Example: “If I noticed that a document was misfiled and the client needed to access it immediately, my first step would be to locate the document. To do this, I would use the search functions available in the document control system as well as any other resources at my disposal. Once I had located the document, I would then take steps to ensure that it was properly filed for future reference. Finally, I would make sure that the client had immediate access to the document they needed.”

8. How well do you perform under pressure and what is the largest volume of documents you have had to process at one time?

The interviewer may ask you this question to assess your ability to work under pressure and how well you perform in high-volume situations. In your answer, try to highlight your ability to multitask and prioritize tasks effectively.

Example: “I am very comfortable working under pressure and I have the skills to stay organized and on task. In my current role, I manage a large volume of documents every day. The largest volume of documents I have had to process at one time was over 500 documents in one week. I worked closely with other Document Control team members to ensure that all documents were accurately processed and filed correctly.

I also have experience using document management systems such as SharePoint and Adobe Acrobat Pro. With these tools, I can quickly search for documents, organize them into folders, and track changes. This helps me to efficiently manage large volumes of documents without compromising accuracy or quality.”

9. Do you have experience using document management software and if so, which programs are you most familiar with?

This question is an opportunity to show your interviewer that you have the skills and experience necessary for the role. If you don’t have prior experience using document management software, consider researching some of the most popular programs before your interview so you can discuss them in more detail if asked.

Example: “Yes, I have extensive experience using document management software. My expertise includes working with a variety of programs such as SharePoint, Aconex, and Procore. I am also familiar with other popular programs like Autodesk BIM 360, Bluebeam Revu, and Adobe Acrobat.

I have worked in the document control field for over 5 years, so I understand how to use these programs efficiently and effectively. I am comfortable navigating complex systems and can quickly learn new software if needed. I am very organized and detail-oriented when it comes to managing documents, which is essential for this role.”

10. When performing quality assurance checks, what is the minimum number of documents you should check each day?

This question is an opportunity to show your interviewer that you know how to prioritize tasks and meet deadlines. Your answer should include a specific number of documents you check each day, as well as the reasons why you chose this number.

Example: “When performing quality assurance checks, I believe that the number of documents checked each day should be determined by the size and complexity of the project. Generally speaking, I strive to review at least 10-20 documents per day in order to ensure accuracy and completeness. However, if a project is particularly large or complex, I may need to increase this number accordingly.

I also take into account any deadlines associated with the project when determining how many documents to check each day. If there are tight timelines involved, I will adjust my daily quota accordingly so that all documents are reviewed and approved in a timely manner.”

11. We want to increase our document control efficiency. What changes would you make to our current system?

This question allows you to show your knowledge of document control and how it can be used in an organization. You should answer this question by describing the changes you would make to improve efficiency, such as using a different software or changing the workflow.

Example: “I believe that the most important step to increasing document control efficiency is to ensure that all documents are properly organized and easily accessible. To do this, I would suggest implementing a digital filing system that allows for quick searching and sorting of documents. This system should be able to store multiple versions of documents with clear versioning and tracking capabilities.

In addition, I would recommend introducing automated processes wherever possible. Automation can help streamline tasks such as document reviews, approvals, and distribution. It also helps reduce human error and speeds up the process. Finally, I would suggest creating detailed procedures and guidelines to ensure that everyone in the organization understands how to use the document control system correctly.”

12. Describe your experience with scanning documents into digital files.

This question can help the interviewer understand your experience with a specific task that’s important for document control. Use examples from previous work to describe how you used scanning technology and what steps you took to ensure documents were properly scanned into digital files.

Example: “I have extensive experience with scanning documents into digital files. I have been working in the document control field for over five years, and during that time I have become very familiar with various types of scanners and software used to convert paper documents into digital formats.

In my current role, I am responsible for scanning all incoming documents into a secure database system. This includes ensuring that all relevant information is captured accurately and stored securely. I also regularly review existing documents to ensure they are up-to-date and compliant with company policies and procedures.”

13. What makes you the best candidate for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their company. Before your interview, make a list of all the skills you have that relate to document control. Think about what makes you unique compared to other candidates.

Example: “I believe I am the best candidate for this position because of my extensive experience in document control. I have over 10 years of experience working with documents, both digital and physical. During that time, I have developed a strong understanding of document management systems, including how to create and maintain accurate records and ensure compliance with regulations.

In addition to my technical knowledge, I also possess excellent organizational skills. I’m able to prioritize tasks, manage multiple projects at once, and stay on top of deadlines. My attention to detail ensures that all documents are handled accurately and efficiently. Finally, I have a proven track record of success in previous roles, which demonstrates my ability to handle complex tasks and meet tight deadlines.”

14. Which document control system do you prefer to use and why?

This question can help the interviewer understand your experience with different systems and how you apply them to projects. Your answer should include which system you prefer, why you like it and what types of projects you’ve used it for in the past.

Example: “I prefer to use a document control system that is user-friendly, intuitive and easy to navigate. It should also be able to store all documents in an organized manner so they can easily be retrieved when needed. Furthermore, the system should have features such as version control, audit trails and automated notifications for changes or updates. These features are essential for ensuring accuracy and compliance with regulatory requirements. Finally, I believe it’s important to have a system that allows users to customize their experience according to their individual needs. This ensures that everyone has access to the information they need without having to spend extra time searching for it.”

15. What do you think is the most important skill for a document control specialist to have?

This question is your opportunity to show the interviewer that you have the skills and abilities needed for this role. You can answer by identifying a skill from the job description and explaining how it relates to document control specialists.

Example: “As a document control specialist, I believe the most important skill to possess is attention to detail. Document control requires an individual to be extremely organized and meticulous in their work. It’s essential that all documents are accurately tracked and managed throughout their entire life cycle. This includes ensuring accuracy of information, version control, and timely distribution of documents.

In addition to attention to detail, strong communication skills are also necessary for success in this role. As a document control specialist, it’s my responsibility to ensure that everyone involved in the process understands the importance of accurate documentation. I must be able to effectively communicate with team members, management, and other stakeholders to ensure that all documents are handled properly.”

16. How often do you perform quality assurance checks?

This question can help interviewers understand your attention to detail and how you ensure documents are accurate. Use examples from past experience where you performed quality assurance checks on a regular basis or when you needed to check for accuracy after specific events, such as client requests or changes in company policy.

Example: “I perform quality assurance checks on a regular basis. I understand the importance of ensuring that documents are accurate and up-to-date, so I make sure to review all documents for accuracy at least once every two weeks. This includes checking for typos, formatting errors, and any other discrepancies. In addition, I also review documents before they are sent out to ensure that they meet all necessary requirements. Finally, I regularly audit my own work to ensure that I am following best practices in document control.”

17. There is a conflict within the team about how to properly file a document. How would you handle it?

This question can help the interviewer assess your conflict resolution skills and ability to lead a team. Use examples from past experiences where you helped resolve conflicts within teams or departments.

Example: “When it comes to document control, I believe that communication and collaboration are key. In the event of a conflict about how to properly file a document, my first step would be to listen to all sides of the argument. Once I have heard everyone’s perspective, I will then work with the team to come up with an effective solution.

I am also experienced in using various software programs for document management, so if needed, I can suggest ways to streamline the filing process. This could include setting up automated processes or creating templates to ensure consistency across documents.”

18. Describe a time when you had to work with stakeholders from different departments in order to ensure document control processes were followed properly.

An interviewer may ask this question to assess your ability to collaborate with others and work as part of a team. Your answer should demonstrate that you can communicate effectively, respect the opinions of others and compromise when necessary.

Example: “I recently had the opportunity to work with stakeholders from different departments in order to ensure document control processes were followed properly. I was responsible for managing a large project that involved multiple teams and departments, so it was important to make sure everyone was on the same page when it came to document control.

To achieve this, I held regular meetings with each department to discuss their individual requirements and expectations for document control. During these meetings, I identified any potential issues or conflicts between departments and worked to resolve them. I also provided guidance on best practices for document control and ensured that all documents were stored securely and accurately. Finally, I created a comprehensive document control plan that outlined the procedures and protocols for each department.”

19. What are the most important documents that should be handled with the greatest attention?

This question is a great way for the interviewer to assess your knowledge of what documents are most important and how you would handle them. When answering this question, it can be helpful to list the types of documents that you have worked with in the past and why they’re important.

Example: “When it comes to document control, the most important documents that should be handled with the greatest attention are those related to legal and regulatory compliance. This includes any contracts, agreements, or other documents that must adhere to specific laws and regulations. It is also important to pay close attention to financial documents such as invoices, purchase orders, and bank statements. These documents need to be accurate and up-to-date in order for a company to remain compliant with their obligations. Finally, I would say that confidential information should always be treated with the utmost care. This could include customer data, employee records, or proprietary business information.”

20. How do you identify obsolete documents and what is your process for disposing of them?

This question is an opportunity to show your ability to follow procedures and adhere to company policies. Your answer should include a step-by-step process for identifying obsolete documents, disposing of them and documenting the disposal in the system.

Example: “Identifying obsolete documents is an important part of my job as a Document Control professional. I use a variety of methods to identify when documents are no longer needed or relevant, such as comparing the document against current regulations and standards, checking for changes in technology or processes, and verifying that the document is still being used by personnel.

Once I have identified an obsolete document, I will then begin the process of disposing it. This involves ensuring that all copies of the document are destroyed, removing any references to the document from our systems, and updating any related documentation with the new information. Finally, I will make sure that the document is properly archived so that it can be accessed if necessary in the future.”

21. Do you have experience managing controlled copies of documents?

This question can help the interviewer determine your experience level with document control. If you have previous experience, share what types of documents you controlled and how you did it. If you don’t have any experience managing controlled copies of documents, explain that you are willing to learn this skill if hired for the position.

Example: “Yes, I have extensive experience managing controlled copies of documents. In my current role as a Document Control specialist, I am responsible for ensuring that all documents are properly stored and maintained in accordance with the company’s policies and procedures. This includes creating and maintaining document control systems, tracking changes to documents, and verifying accuracy of information.

I also have experience developing processes to ensure compliance with regulatory requirements, such as ISO 9001 or FDA regulations. I understand the importance of having accurate documentation and how it can affect an organization’s reputation and bottom line. My attention to detail and organizational skills make me well-suited for this position.”

22. Are there any particular challenges associated with working in a remote environment?

Employers may ask this question to make sure you’re comfortable working in a remote environment. They want to know that you can still be productive and efficient while working from home or another location outside of the office. In your answer, explain how you would handle any challenges associated with working remotely.

Example: “Yes, there are certain challenges associated with working in a remote environment. One of the main challenges is communication. It can be difficult to stay connected and communicate effectively when you’re not physically present in the same office as your colleagues. To overcome this challenge, I have experience using various online tools such as Slack, Skype, and Microsoft Teams to ensure that everyone is on the same page.

Another challenge is staying organized. When working remotely, it’s important to keep track of tasks and documents so nothing falls through the cracks. As a Document Control professional, I’m well-versed in organizing and tracking documents, ensuring accuracy and timeliness. I also use project management software like Trello or Asana to help me stay organized and prioritize tasks.”

23. Can you describe how you would develop an effective filing system?

This question is an opportunity to show your knowledge of document control and how you would implement a filing system. You can answer this question by describing the steps you would take to develop a filing system that’s easy to use, organized and efficient for employees.

Example: “Yes, I have extensive experience developing effective filing systems. My approach is to create a system that is organized and efficient for users. First, I would assess the needs of the organization by understanding what documents need to be filed and how often they are accessed. Then, I would develop an appropriate filing structure based on those needs. This could include creating folders with labels that clearly indicate the content within them. I would also consider using digital solutions such as document management software to store files electronically. Finally, I would ensure that all users understand the filing system and its purpose so that it can be used effectively.”

24. Explain how you keep track of changes made to documents over time.

This question can help the interviewer understand how you use document control software and what your process is for keeping track of changes made to documents. Use examples from past experience to explain how you keep track of changes, who makes them and when they’re made.

Example: “I have extensive experience in document control and I understand the importance of keeping track of changes made to documents over time. To ensure that all revisions are accurately documented, I use a combination of manual and automated processes.

Manually, I keep an organized log of each document with its respective version number and date of modification. This allows me to quickly reference any past versions if needed. I also make sure to clearly communicate any changes to stakeholders so they can easily follow along with the progress of the document.

In addition, I utilize software such as Microsoft Word’s Track Changes feature or Adobe Acrobat Pro to automatically record changes made to documents. This ensures that no changes go unnoticed and provides a detailed audit trail for future reference. Finally, I regularly back up my files to cloud storage services like Dropbox to guarantee that all documents remain secure and accessible.”

25. Describe the steps you take to verify that all documents are accurate and up-to-date.

This question can help the interviewer understand how you apply your attention to detail and ensure that all documents are accurate. Use examples from previous experience to explain what steps you take to verify documents, such as:

Reviewing document details for accuracy Checking signatures on important documents Verifying dates of documents

Example: “As a Document Control professional, I understand the importance of ensuring that all documents are accurate and up-to-date. To ensure this is achieved, I take several steps to verify document accuracy.

The first step I take is to review each document for any errors or discrepancies. This includes checking for typos, incorrect formatting, and outdated information. If any issues are found, I make sure they are corrected before the document is released.

Next, I compare new versions of documents with previous versions to make sure no changes have been made without authorization. I also cross-reference documents against other sources such as internal databases and external regulations to ensure accuracy.

Lastly, I use automated tools to track document revisions and store them in an organized manner. This allows me to quickly access documents when needed and keep records of who has accessed them.”