17 Document Control Skills for Your Career and Resume

Document control is the process of organizing and storing documents so that they can be easily accessed and used by authorized personnel. Document control specialists use a variety of skills to perform their duties, including organization, communication and computer skills. If you are interested in a career in document control, learning about the necessary skills can help you determine if this is the right field for you.

Editing

Document control involves reviewing and editing documents to ensure they’re accurate. This includes proofreading for grammar, punctuation and spelling errors as well as ensuring the document is clear and concise. It’s also important to review documents before approving them to make sure they meet company standards and regulations.

You can develop your editing skills by reading through documents thoroughly and making notes on areas that need improvement. You may also find it helpful to ask colleagues or managers for feedback on how you can improve your editing skills.

Quality Control

Quality control is the ability to ensure that documents are accurate and complete. This skill can help you maintain consistency in your records management system, which ensures that employees have access to the correct information when they need it. Quality control also includes knowing how to identify errors in a document so you can fix them before they become a problem.

Organization

Organization is the ability to keep track of files and records. This skill can help you find documents quickly when needed, which can save time and reduce stress. You may also be able to identify trends in your organization system that can help you improve it. For example, if you notice a lot of requests for similar types of documents, you might consider creating a new file category or sub-file box to make finding them easier.

Document Management Systems

Document management skills are the abilities you need to maintain and organize files. This includes knowing how to create folders, file types and metadata for your documents. It also means understanding how to store and retrieve documents when needed. Document management is an important skill in document control because it ensures that employees can find the information they need quickly and easily.

Process Improvement

Process improvement is the ability to identify areas where a process can be improved and then take steps to make those improvements. This skill can help you develop more efficient processes for managing records, which can lead to better organizational outcomes. For example, if you notice that your team members are spending too much time searching for files, you may decide to implement an electronic document management system to streamline the process.

Communication

Communication is the ability to convey information in a way that others can understand. Effective communication skills are important for document control because they allow you to explain your processes and procedures clearly. You may also need to communicate with other departments or teams, so it’s important to be able to relay information effectively.

Project Management

Project management skills are important for document control professionals because they help you manage the processes and procedures of your organization. You might use project management skills to plan, execute and evaluate projects related to records management or information security. Document control requires attention to detail, so having strong organizational skills can also be an example of effective project management.

Attention to Detail

Attention to detail is a necessary skill for document control, as it ensures that you can find the documents you need when you need them. It’s important to keep track of all your files and ensure they’re organized in a way that makes them easy to locate. You should also be able to identify any missing or misplaced files so you can take action to correct the situation.

Auditing

Auditing is the process of reviewing a document to ensure it meets organizational standards. Auditors check for compliance with laws, regulations and company policies; accuracy in data collection, storage and retrieval; and proper file management. Document control requires auditing skills because you must verify that files are properly stored and maintained. You also need to audit documents before destroying them to ensure they contain no confidential information.

Time Management

Time management is the ability to plan and execute tasks in a way that ensures you meet deadlines. Document control requires attention to detail, which can take time. Having good time management skills allows you to complete your work on time while also ensuring it’s of high quality. It also helps you manage your workload so you don’t feel overwhelmed by too many responsibilities at once.

Technical Writing

Technical writing is the ability to create documents that are easy to understand. This skill can be useful in document control because it allows you to explain policies and procedures clearly, which can help ensure compliance with regulations. You may also use technical writing when creating new documents or updating existing ones.

Records Management

Records management is the process of storing and retrieving records. It’s important to have a system for managing your files so you can find them when needed. You may also need to create new files, which requires knowledge of how to file documents in an organized way. For example, if you’re creating a contract, it’s helpful to know where to store it so you can retrieve it later.

Data Entry

Data entry is the process of inputting information into a computer system. This can include typing text, numbers or other data into an electronic database. Data entry skills are important for document control because they allow you to record and store information about your company’s records. You may also use data entry when creating new files to ensure that all necessary information is included in the file.

File Management

File management is the ability to organize and store files in a way that makes them easy to find. This skill can help you keep track of documents related to your projects, as well as ensure that important information isn’t lost if someone else needs it. It’s also helpful for ensuring that records are kept safely over time. For example, when storing physical copies of documents, it’s important to know how to properly file them so they’re not damaged or misplaced.

Problem Solving

Problem solving is the ability to identify and resolve issues. As a document control specialist, you may need to solve problems related to maintaining records or ensuring compliance with regulations. For example, if an employee submits incorrect information in their record, you might use problem-solving skills to find the correct information and update it accordingly.

Proofreading

Proofreading is the process of reviewing written work for errors in grammar, punctuation and spelling. Document control requires proofreading skills to ensure that all documents are free from mistakes before they’re approved by management. This ensures that your company maintains a professional image when communicating with clients and other stakeholders.

Flexibility

Flexibility is the ability to adapt to changing circumstances. As a document control professional, you may need to change your processes or procedures when new information becomes available. For example, if an employee changes departments and needs access to different files, you can help them create new records management systems for their new responsibilities.

How Can I Learn These Document Control Skills?

There are a few ways that you can learn the necessary document control skills. One way is to find a job that will require you to use these skills on a daily basis. Another way is to take some courses or attend some training sessions that will teach you how to effectively control documents. You can also read some books or articles on the subject.