16 Document Controller Skills for Your Career and Resume

Document controllers are responsible for organizing and maintaining all the documents of an organization. They use their organizational skills to keep track of documents and ensure that they are accessible to those who need them. They also use their communication skills to keep everyone updated on the status of documents. If you are interested in becoming a document controller, then learning about the skills that are necessary for this position can help you determine if it is the right career for you.

Attention to Detail

Attention to detail is a skill that can help you perform your duties as a document controller effectively. As a document controller, you may need to review and verify the accuracy of information in various documents. Having attention to detail can allow you to ensure all data is accurate and complete before sending it on to other departments or individuals. This can also help reduce the risk of errors occurring when the documents are used for their intended purposes.

Auditing

Auditing is the process of reviewing financial records to ensure accuracy and compliance with regulations. Document controllers often use auditing skills when working with accounting software, as they must verify that all transactions are recorded correctly. Auditing also helps document controllers identify errors in data entry or other issues that may affect their ability to produce accurate reports.

Filing

Document controllers often use filing skills to organize and maintain records. They may need to file documents by date, type or subject matter. Document controllers also use these skills when they create files for incoming documents. Filing ensures that the document controller can find any record quickly and easily. It also helps them ensure that all records are stored properly so that they remain accessible in the future.

Quality Control

Quality control is the ability to ensure that all documents are accurate and complete. Document controllers use quality control skills when reviewing incoming files, ensuring that each file has the correct information and that all necessary components are included. They also use quality control skills when checking outgoing files to make sure they’re accurate and complete.

Data Entry

Data entry is the process of entering information into a computer system. Document controllers use data entry skills to enter customer and employee information, as well as other details about transactions. This includes typing in names, addresses, phone numbers, account numbers and other information. It’s important for document controllers to be accurate when entering this data so it can be retrieved later if needed.

Problem Solving

Problem solving is the ability to identify and resolve issues. As a document controller, you may need to solve problems related to data entry accuracy or consistency. For example, if one team member consistently enters information in a certain way, you may need to find ways to ensure that other members enter similar data correctly. This can help reduce errors and inconsistencies in your records.

Time Management

Time management is the ability to plan and execute tasks in a way that ensures you meet deadlines. Document controllers often work with multiple departments, so it’s important for them to be able to manage their time well so they can ensure all documents are processed correctly and on time. It’s also important for document controllers to have good time-management skills when working with clients because they may need to explain why certain information isn’t available or why an action might take longer than expected.

Records Management

Document controllers use records management skills to maintain and store files. They ensure that all documents are properly stored, organized and indexed so they can be retrieved when needed. Document controllers also track the status of each document in a file system to make sure it’s complete before moving on to the next one.

Scanning

Scanning is the ability to quickly and accurately read information from a document. Document controllers use scanning skills when they review documents for accuracy, as well as when they input data into an electronic system. When reviewing documents, it’s important that a document controller can identify any errors or inconsistencies in the text. This requires careful reading and attention to detail, which are also examples of skills that document controllers need to have.

Flexibility

Flexibility is the ability to adapt to changing circumstances. As a document controller, you may need to change your work schedule or shift tasks when necessary. For example, if an employee takes time off and their duties are urgent, you might take on some of their responsibilities so that the company can continue functioning normally. Being flexible allows you to adjust to new situations quickly and ensures that you can meet any challenges that arise in your role as a document controller.

Project Management

Document controllers often work with project managers to ensure that their company’s projects are completed on time and within budget. Document controllers use project management skills when creating files, such as by assigning tasks to different documents or sections of a document. They also use these skills when tracking the progress of a project, which can help them identify any issues that may arise before they do.

Organization

Organization is the ability to keep track of files and information. As a document controller, you may need to organize large amounts of data in various formats. You should be able to find specific documents quickly when needed. This skill can help you meet deadlines and ensure that all records are kept properly. It’s also important to maintain an organized workspace so you can easily access files when needed.

Document Management Systems

Document controllers use a variety of software to manage documents, including word processing programs and databases. They also create files that contain information about the company’s records management system, such as where each type of document is stored and how long it should be kept. Document controllers must know how to set up these systems and maintain them throughout their tenure at the organization.

File Management

File management is the ability to organize and maintain files. As a document controller, you may need to know how to file documents in an organized manner so that they can be retrieved easily when needed. You also might have to create new folders for incoming documents or move existing ones into different locations.

Archiving

Archiving is the process of storing and organizing documents for long-term storage. Document controllers often need to archive old files so they can free up space on their computer or in physical file cabinets. This skill also allows them to find needed files quickly when a request comes in.

Archiving involves creating folders, subfolders and labels that clearly identify each document’s contents. It also requires keeping track of which employees have access to certain files.

Communication

Communication is the ability to convey information in a clear and understandable manner. Document controllers often work with multiple departments, so it’s important for them to communicate effectively with their coworkers. They also need to be able to explain technical details about the documents they process. Strong communication skills can help document controllers collaborate with others and provide accurate information when needed.

How Can I Learn These Document Controller Skills?

There are a few ways that you can learn the necessary skills to become a document controller. One way is to find a job in a related field and learn on the job. Another way is to take courses or earn a degree in business administration, project management, or a related field. You can also learn these skills by reading books or articles on document management, or by attending workshops or seminars.