What Does a Document Control Manager Do?

The Document Control Manager plays an essential role in managing the company’s documents to ensure accuracy, quality, and integrity. This position involves overseeing the document management process across various departments, maintaining the flow of both electronic and hardcopy files, and ensuring that all documents are current, properly stored, and accessible. By implementing standardized control procedures and systems, the Document Control Manager supports the organization’s operational and compliance requirements. This role requires a meticulous approach to organizing, categorizing, and safeguarding sensitive information, which in turn facilitates efficient information retrieval and usage across the organization, enhancing overall productivity and compliance with industry standards and regulations.

Document Control Manager Job Duties

• Oversee the development, implementation, and maintenance of document control processes and systems to ensure documents are properly created, stored, retrieved, and disposed of according to company policies and regulatory requirements.
• Coordinate with various departments to ensure the accurate and timely distribution of documents and revisions, facilitating efficient project management and operational workflows.
• Implement and manage electronic document management systems (EDMS) to ensure secure access, version control, and integrity of documents throughout their lifecycle.
• Develop and enforce documentation policies and procedures to ensure compliance with industry standards and regulatory requirements, including ISO standards and GDPR.
• Train and supervise document control staff, ensuring they are proficient in the document management system, understand company policies, and adhere to best practices in document control.
• Conduct regular audits of the document control system to identify and correct any discrepancies, ensuring all documents are current, accurately cataloged, and compliant with legal and regulatory standards.
• Facilitate the transition from paper to digital records, including scanning, indexing, and ensuring the secure destruction of sensitive documents in compliance with company policies.
• Manage the retention schedule for company documents, ensuring documents are retained for the appropriate period and disposed of in a secure and compliant manner.

Document Control Manager Salary & Outlook

Factors influencing a Document Control Manager’s salary include industry sector (e.g., construction, pharmaceuticals), company size, years of experience, and specific responsibilities like overseeing digital transformation or regulatory compliance. Expertise in specialized document management software and a proven track record in process improvement also significantly impact earnings.

• Median Annual Salary: $78,225 ($37.61/hour)
• Top 10% Annual Salary: $122,000 ($58.65/hour)

The employment of document control managers is expected to grow faster than average over the next decade.

This growth is driven by increasing regulatory requirements across industries, the need for secure document storage and access in the digital age, and the expansion of global operations necessitating standardized documentation practices. Document Control Managers are crucial in ensuring compliance and efficiency in these areas.

Document Control Manager Job Requirements

Education: A Document Control Manager typically holds a Bachelor’s or Master’s degree, with a preference for majors in Business Administration, Information Management, or a related field. Coursework in project management, organizational behavior, and information technology is highly beneficial. Advanced degrees may focus on strategic management and advanced information systems, preparing individuals for the complexities of document control and compliance in various industries. Academic emphasis on analytical skills, attention to detail, and understanding of regulatory requirements is crucial for success in this role.

Experience: Document Control Managers typically emerge from a background rich in managing, organizing, and safeguarding documents within a corporate setting. Their journey often includes extensive on-the-job training, where they refine their skills in document management systems, compliance, and process improvement. Prospective candidates usually have experience in leading teams, developing document control strategies, and implementing best practices. Training programs focusing on project management, information technology, and specific industry standards are also common stepping stones. This role demands a blend of practical experience in document control and leadership, honed through progressive responsibility in related positions.

Certifications & Licenses: Certifications for a Document Control Manager are not typically required, but obtaining certifications such as Certified Document Control Professional (CDCP) or AIIM’s Certified Information Professional (CIP) can be beneficial. No specific licenses are needed for this role.

Document Control Manager Skills

Compliance Management: A Document Control Manager is responsible for ensuring that documentation processes and procedures strictly adhere to both internal policies and external regulatory requirements. The role involves organizing, reviewing, and updating documents to maintain compliance and facilitate audits.

Record Retention Policies: Strategies for the systematic review, storage, and destruction of documents are developed and implemented to meet legal and regulatory requirements, while also promoting efficient information retrieval and space management. This skill is crucial for protecting sensitive information, optimizing document flow, and supporting knowledge management initiatives.

Quality Assurance: The accuracy, consistency, and reliability of company documents are overseen through the implementation of standards and procedures that govern document creation, review, modification, issuance, and retrieval. A methodical approach to audit trails of document lifecycles is essential for ensuring regulatory compliance and enhancing operational efficiency.

Document Lifecycle Management: Managing the creation, review, modification, issuance, and archiving or disposal of documents ensures that critical information is accurately maintained and accessible. This competency is vital for maintaining compliance, improving operational efficiency, and reducing risks associated with document mismanagement.

Information Governance: Documents and records are managed in compliance with legal and regulatory requirements through a meticulous approach to categorization, storage, and retrieval. Policies and procedures are developed and implemented to control the document lifecycle, supporting business operations and mitigating risk.

Audit Preparation: By organizing documentation accurately and ensuring it is easily accessible, a Document Control Manager facilitates smooth audits and addresses potential compliance issues and discrepancies proactively. This approach streamlines the audit process and significantly reduces the risk of non-compliance penalties and operational disruptions.

Document Control Manager Work Environment

A Document Control Manager typically operates within a structured office environment, where the organization of physical and digital documents is paramount. Their workspace is often equipped with multiple monitors, document scanners, and specialized software designed to manage, track, and store documents efficiently. The nature of the job demands a high level of interaction with project teams, requiring effective communication skills to ensure document compliance and accessibility.

Work hours for this role are generally standard, but project deadlines can necessitate flexibility, including occasional extended hours. The dress code tends to align with office norms, leaning towards business casual. The pace of work is steady, with peaks around project milestones.

The role is predominantly sedentary, emphasizing the importance of ergonomics in the workspace to mitigate health risks. Professional development opportunities are available, focusing on advancements in document management technologies and best practices. The environment fosters a culture of continuous improvement, with a focus on enhancing efficiency and document integrity.

Advancement Prospects

A Document Control Manager can ascend to higher management roles within project management or operations, overseeing broader aspects of documentation and information management systems. Advancement often involves taking on larger projects or moving into sectors with more complex documentation needs, such as aerospace, construction, or pharmaceuticals.

To achieve these advancements, gaining experience in implementing and managing electronic document management systems (EDMS) is crucial. Mastery in compliance, regulatory requirements, and standardization processes across different industries will significantly enhance prospects.

Leadership skills are also vital, as higher positions require the ability to manage teams, coordinate with multiple departments, and communicate effectively with stakeholders. Demonstrating success in optimizing document control processes and contributing to project efficiency can pave the way for promotion to senior management roles.