Document Controller Job Description (Plus Job Requirements)

By Indeed Editorial Team

Published 6 September 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

As a potential employee, a job description is often the first thing you see to evaluate whether you are suitable for the position. As with most jobs, the job description of a document controller includes specific information about the requirements and responsibilities of the role. If you are planning to apply for this role, understanding these duties and requirements can help you better prepare for your application and interview.

In this article, we discuss what a document controller is, list the duties and responsibilities of these professionals, share the requirements to become one and provide a sample document controller job description for your reference.

What Is A Document Controller?

A document controller oversees the document management process in an organisation. This includes effectively storing the documents, maintaining access, ensuring the security of the documents and controlling the sending and receiving of documents throughout the organisation. Document controllers scan, copy and maintain records of documents.

They work across departments to manage the filing and storing of documents properly in both electronic and paper formats. They also create reports based on specific team or project requirements. A document controller's job is to manage the documents according to standard regulations within the company and follow state and legal guidelines for disposing of documents as and when necessary.

Document Controller Job Description Example

Here is an example of a document controller job description that contains a general term explaining the role, the responsibilities of the role and the requisite qualifications of a candidate applying for the position:

We are looking for suitable candidates for the following position with Quecny, Inc., leaders in the hospitality industry.

Position: Document Controller

Job Location: Ahmedabad

Desired Profile:

  • A diploma or bachelor's degree in business administration.

  • Five to eight years of experience as a document controller

  • Expertise in AutoCAD, SharePoint, CAPSYS

Duties include but are not limited to:

  • Manage tracking systems for files

  • Set up project filing systems

  • Maintain file backups

  • Coordinate with teams and clients for document receipt

  • Oversee safety and quality of documents and prepare them for audit

  • Manage vendors, their documentation and their queries

Experience working with document management systems and previous experience within the hospitality industry is preferable.

Please share your updated resume with hiring@quecny.com

Thanks

Hiring manager, Quecny

Duties And Responsibilities Of A Document Controller

Here are some duties and responsibilities of a typical document controller in an organisation:

Document storage

A document controller typically manages the storage of all forms of documents. Their job involves first sorting the documents into respective categories. These categories may include storing electronic forms of data in secure servers and paper forms of data in file cabinets.

Document verification

Verification of documents can be of two kinds. One kind of verification is when the document controller checks whether the concerned people have received the documents that they had requested. The other verification involves going through every document to ensure that the proper authorities have signed them and that they are legit documents.

Updating documents

Some types of documents require periodic updates. An example is an instruction manual for a software product. Every time the company releases a new version of the software, the technical team typically updates the instruction manual, too. The document controller checks whether the instruction manuals are up-to-date and if they correspond to the most recent version of the product.

Distribution of documents

Specific teams and projects may require temporary access to documents relevant to their tasks. These documents are usually available for access in the company's central database. It is the document controller's job to help the requesting teams receive the relevant documents timely and complete the project successfully. They may also ensure that the documentation is available only to the designated internal teams.

Template creation

In an organisation, multiple teams may work on a document. It helps to standardise the design and flow of these documents so that it is readable for everyone. The document manager creates templates for such documents. Some examples of documents that may require a template include cash flow statements, balance sheets and income statements. Even if these documents are internal, templates can ensure that every update to the document has the same columns, rows and categories of data.

Document flow management

A document controller usually controls the sending and receiving of all documents across teams and departments. They manage the document flow to and from external teams, such as clients, vendors and other stakeholders of the company. To monitor these documents, these professionals may create workflows for categories of documents and authorise the sending of documents at crucial steps of the workflow.

Report generation

In situations where projects are delayed, managers can request document controllers to provide reports about the status of document management. Document controllers can issue ad hoc reports that can include details of all the documents that the team used in the project. The details can be about the dates of receiving the documents, dates of sending documents to clients, approval delays wherever applicable, documents that clients or team leaders rejected or documents that may require modifications.

Management of document security

It is usually the job of a document controller to ensure all the documents are safely and securely stored. For electronic documents, this involves securing restricted documents to encryptions and passwords. For hard copies, they can maintain confidentiality by restricting access to the storage cabinets. They can also scan and copy paper-based documents and store them electronically. Electronic documents stored in the cloud may require access control according to the roles or departments of the employees.

Related: What Are Identity Access Management Tools? (With Examples)

Common Requirements For A Document Controller Job

Here are the requirements that a typical document controller job description contains:

1. Degree and experience

Most organisations looking for a document controller prefer candidates with a bachelor's degree in business administration or engineering. Some organisations may also accept a diploma in place of a degree. Professional experience as a document controller can add value to your application, as it can help the recruiting managers understand the responsibilities with which you are familiar. Domain-specific degrees and experience may be a requirement for niche sectors such as technology, construction and hospitality industries.

Related: Top 10 Careers After BBA (With Average Salary And Duties)

2. Project management skills

Document controllers may manage documents of an entire organisation or even work on specific projects. The document controller can manage the project documents more efficiently if they have an in-depth understanding of project management. For example, if the document controller works in a software company, understanding the software development life cycle can help monitor the flow of documents according to different phases of the cycle.

Related: 19 Essential Project Management Skills To Master

3. Document management software

Organisations often automate the process of document control by using document management software (DMS). As a document controller, they may expect you to know how to use one or more of these systems. Some examples of DMSs include SharePoint, DocuWare Cloud, Rubex and OnlyOffice. These systems capture documents, assign tracking information, create workflows and also process digital images of paper documents.

Related: 35 Essential SharePoint Developer Interview Questions

4. Knowledge of documentation regulations

Most countries have regulations and laws about documentation. Some examples include maintaining correct legal dates on corporate documents, ensuring legitimate signatures of authorities, securely disposing of confidential documents and providing correct information on publicly available documents. A document controller can perform their tasks more proficiently if they are aware of the documentation laws and regulations of the region.

Related: Document Specialist Interview Questions With Sample Answers

5. Report writing skills

Document controllers often create reports for projects or the entire organisation. These reports typically adhere to a writing format that the company or clients determine. Coherent writing skills can help document controllers produce formal reports that have high usability and readability. Along with it, productivity may improve if the document controllers have excellent typing speed.

Related: 6 Report Writing Skills: Definition And Tips To Improve

6. Attention to detail

This skill spans almost all the responsibilities of a document controller. Attention to detail is important for classifying documents correctly so that the company can maintain proper access control. The skill also helps the document controller ensure documents are accurate and up-to-date with the correct information at all times.

Related: Attention To Detail: Definition, Examples And Tips

7. Data organisation skills

Data organisation refers to classifying and categorising data so that it becomes easy for anyone to sort and find important information in a short time. Document controllers can use this skill to categorise documents based on many factors, such as importance, relevance, usability, date and size, to achieve efficiency. Organising files logically and systematically can ensure the company leadership or clients who have access can derive insights from documents quickly without delay.

Please note that none of the companies, institutions or organisations mentioned in this article are associated with Indeed.

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