What Does a Document Controller Do?
Find out what a document controller does, how to get this job, and what it takes to succeed as a document controller.
Document controllers are responsible for ensuring that the documents within an organization are properly organized and easily accessible. They commonly work in large corporations or government agencies, where they play a critical role in keeping everything running smoothly.
Document controllers may be tasked with organizing all of the paperwork that passes through their company—from memos to meeting minutes to internal reports. They may also be responsible for maintaining databases of important information, such as customer records or product inventories.
Document Controller Job Duties
A document controller typically has a wide range of responsibilities, which can include:
- Reviewing documents for accuracy, reviewing drafts for formatting requirements, and scheduling reviews with team members
- Controlling the flow of documents through the office by maintaining filing systems and organizing records
- Coordinating with other departments to ensure that all documents are processed quickly and accurately
- Communicating with clients to ensure that their needs are met throughout the process
- Reviewing incoming documents to ensure they are complete and complying with legal requirements
- Maintaining a database of all documents that have been sent out or received to ensure nothing has been missed
- Maintaining an archive of all documents received for future reference
- Preparing and sending out letters, notices, and other correspondence
- Preparing reports on document processing activities and workflow management issues
Document Controller Salary & Outlook
The salary of a document controller can vary depending on their level of experience, the size of the company they work for, and the location of the job.
- Median Annual Salary: $53,025 ($25.49/hour)
- Top 10% Annual Salary: $111,000 ($53.37/hour)
The employment of document controllers is expected to grow faster than average over the next decade.
Document controllers will be needed to ensure that companies maintain their records and files properly. As more businesses conduct business globally, document controllers will be needed to organize and store information from around the world.
Document Controller Job Requirements
A document controller typically needs to have the following qualifications:
Education: Document controllers are typically required to have a bachelor’s degree in a field such as business administration, finance or accounting. Some employers may prefer candidates who have a master’s degree in business administration with a concentration in accounting or finance.
Training & Experience: Document controllers typically receive on-the-job training. This training may include learning the company’s specific computer programs and procedures. Training may also include shadowing another document controller or learning from a supervisor.
Certifications & Licenses: Document controllers do not require any certifications to earn their position. However, document controllers who want to gain more knowledge about the industry may pursue a certificate program through a professional training institution. These programs cover the basics of document management and offer students the opportunity to apply what they have learned in a real-world setting.
Document Controller Skills
Document controllers need the following skills in order to be successful:
Attention to detail: Document controllers need to have excellent attention to detail to ensure they accurately record and store all of the information they receive. They should be able to read and write legibly to ensure the information they record is easy to read and understand. They should also be able to organize and file documents in a way that makes them easy to retrieve when needed.
Data entry: Data entry is the process of entering information into a computer system. Document controllers often use data entry to enter information into a company’s records management system. Data entry requires accuracy and attention to detail, so document controllers should have good data entry skills.
Organization: Document controllers need to be organized to ensure they have all the information they need to create a document. They should be able to organize their files and information in a way that makes it easy to find what they need. Organization also helps them keep track of their documents and ensures they don’t lose any important information.
Communication: As a document controller, you may be required to communicate with clients, other departments and other stakeholders. Effective communication can help you convey information clearly and answer questions. You may also need to communicate sensitive information, so it’s important to be able to do so in a professional manner.
Critical thinking: Critical thinking is the ability to analyze a situation and make a decision based on the information you have. Document controllers use critical thinking skills to make decisions about how to organize and store documents. They also use critical thinking to determine the most efficient way to retrieve documents when someone requests them.
Document Controller Work Environment
The work environment for a document controller is usually an office setting, although the job may require travel to different locations. The job may also require working long hours, as deadlines and projects often dictate. The work can be stressful, as the document controller is responsible for ensuring that all documents are accurate and up-to-date. The job may also require the document controller to work with a variety of people, including engineers, project managers, and other professionals.
Document Controller Trends
Here are three trends influencing how document controllers work. Document controllers will need to stay up-to-date on these developments to keep their skills relevant and maintain a competitive advantage in the workplace.
The Growth of Digital Records
The growth of digital records is a trend that is having a major impact on the document controller profession. As more and more records are stored digitally, document controllers will need to learn how to manage and protect these records.
This trend is especially important for businesses that rely on electronic records for critical operations, such as banking and healthcare. Document controllers can help these businesses by ensuring that their records are secure and properly managed.
More Focus on Data Quality
As data becomes more and more important in business, document controllers will need to focus on data quality. This means ensuring that all data is accurate and consistent across different systems.
Document controllers can utilize this trend by becoming experts in data management and quality assurance. They can do this by developing skills in data cleansing, data integration, and data governance. In addition, they can work with other members of the business to ensure that data is being used effectively and efficiently.
Greater Use of AI and Automation
The use of artificial intelligence (AI) and automation is becoming increasingly common in the workplace, and this is especially true in the field of document control.
As AI and automation become more prevalent, document controllers will need to learn how to work with these technologies. This includes learning how to use software that automates tasks, as well as understanding how to work with AI-powered tools that can help to improve efficiency.
How to Become a Document Controller
A document controller career can be a great way to get your foot in the door of the business world. As a document controller, you’ll be responsible for organizing and managing paperwork so that it can be easily accessed when needed. This could include anything from company policies and procedures to customer records and invoices.
To be successful in this role, you’ll need to have strong organizational skills and be able to work independently. You should also be familiar with various software programs used in the business world, such as Microsoft Office and Adobe Acrobat.
Advancement Prospects
There are many ways to advance in the field of document control. One of the best is to get further education, which can lead to positions that are not otherwise open to those without an advanced degree. For example, a document controller with a bachelor’s degree may wish to obtain a master’s degree in business administration, which would enable him or her to apply for management positions. Alternatively, a document controller with an interest in research may get a PhD in information science, which would allow him or her to lead a research department.
In addition to further education, document controllers can also advance by developing their skills and expertise. For example, a document controller with strong project management skills may be promoted to project manager, and a document controller with strong writing skills may be promoted to editor or technical writer.
Document Controller Job Description Example
At [CompanyX], we understand that in order to maintain our position as a leading organization, we must keep track of our documents. This is where our document controller comes in. The document controller is responsible for the creation, maintenance, and distribution of all project documentation. This includes drawings, specifications, reports, and correspondence. The ideal candidate will be highly organized and have experience working with engineering and construction documents. They will also be proficient in using document management software. The document controller will work closely with the project manager to ensure that all project documentation is up to date and easily accessible to all project team members.
Duties & Responsibilities
- Serve as the primary point of contact for all project documents, coordinating document control activities across multiple departments and stakeholders
- Maintain up-to-date records of all project documents, both digital and physical, ensuring accuracy and completeness at all times
- Implement and maintain document control processes and procedures in accordance with company standards
- Monitor document revision levels and ensure that all relevant parties are aware of and have access to the latest versions
- Coordinate document review and approval cycles, maintaining strict adherence to timelines
- Prepare and distribute reports on document control activities as needed
- Train new employees and contractors on document control procedures
- Assist with the development and implementation of document management systems
- Perform quality assurance checks on documents prior to distribution
- Resolve document control issues in a timely and efficient manner
- Manage document archival activities in accordance with company policy
- Keep abreast of industry best practices and make recommendations for improvements to current processes
Required Skills and Qualifications
- High school diploma or equivalent
- 3+ years experience in a document control or administrative role
- Proficient in Microsoft Office, with aptitude to learn new software and systems
- Excellent organizational skills and attention to detail
- Ability to work independently and with a team
- Flexible and adaptable to changing priorities
Preferred Skills and Qualifications
- Associate’s degree or higher
- 5+ years experience in a document control or administrative role
- Experience with document management software, such as SharePoint or Documentum
- Working knowledge of quality management systems, such as ISO 9001 or AS9100
- Bilingualism
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