What is a document control specialist?
A document control specialist makes sure a company’s important information is safe, easy to find, and well-organized. They handle both digital and paper documents to keep everything running smoothly. Without them, businesses can struggle to keep their data accurate and up-to-date.
Duties and responsibilities
- Organize and maintain files: Keep all company files in order, whether they are paper or digital.
- Track changes: Monitor and report on any changes made to documents.
- Manage workflow: Oversee how documents are released, shared, and stored.
- Protect data: Ensure that all documents are secure and confidential.
- Conduct audits: Regularly check documents for accuracy and completeness.
Work environment
Document control specialists usually work in an office. They interact with different departments and need to adapt to various working styles. Most of their time is spent on a computer using document control software. The work can be fast-paced, especially when dealing with compliance or legal issues.
Typical work hours
They typically work 9 AM to 5 PM, Monday through Friday. Sometimes, they may need to work longer hours or weekends during busy periods or critical projects. Flexibility is a plus in this job.
How to become a document control specialist
Follow these steps to start your career as a document control specialist:
Step 1: Finish high school
Start by graduating from high school. Here, you’ll learn basic skills in language, IT, and organization.
Step 2: Pursue further education
Consider getting a bachelor’s degree in business administration, information systems, or a related field. While not always required, it can give you an edge in the job market and a deeper understanding of business processes.
Step 3: Gain relevant experience
Look for jobs that involve working with documents and information management systems. Experience in administrative roles or database management will give you practical skills for document control.
Step 4: Master technical skills
Learn how to use document management software and improve your skills in programs like MS Office. Some companies may require knowledge of specific tools.
Step 5: Pursue professional certifications
Get certified as a document controller if possible. Certifications like Certified Document Controller (CDC) show your dedication and expertise, making you more attractive to employers.
Step 6: Apply for jobs
With your education, experience, skills, and certification, start applying for document control specialist positions. Make sure your resume highlights your strengths in document management and control.
How much do document control specialists make?
Compensation for document control specialists varies by experience, industry, education, location, and organization size. Extensive knowledge of document management systems and processes and proficiency in using related software tools may positively impact their earnings.
Highest paying industries
- Oil, Gas, and Mining Support Services: $80,820
- Natural Gas Distribution: $78,220
- Management of Companies and Enterprises: $73,840
- Scientific Research and Development Services: $72,005
- Computer Systems Design: $69,130
Highest paying states
- Washington: $81,900
- New Jersey: $79,500
- Colorado: $78,750
- California: $76,980
- Virginia: $75,500
The average national salary for a Document Control Specialist is:
$63,010
Types of document control specialists
Here are some common types of document control specialists and their main responsibilities:
Document control supervisor
These supervisors oversee document control teams and implement procedures to manage documents efficiently. They train staff members, ensure timely project documentation, and maintain control over the quality of document flow within the organization.
QA document controller
Controllers work closely with the quality assurance (QA) team to ensure that all documents adhere to the organization’s quality standards. They manage document revisions, validate the accuracy of document information, and identify areas for improvement in document quality.
Technical document controller
This type of specialist focuses on managing technical documents, including manuals, schematics, and drawings. They have a strong understanding of technical language and standards, allowing them to work effectively with engineers and other technical personnel.
Project document controller
They are responsible for managing and controlling specific project documentation. They create and maintain project documentation plans, assure document safety and security, and facilitate effective communication between project teams.
EDMS specialist
These specialists manage documents electronically using an electronic document management system (EDMS). Their tasks include setting up the EDMS, training staff to use it, and troubleshooting any document-related issues within the system.
Top skills for document control specialists
Here are the primary skills and traits needed for success as a document control specialist:
- Attention to detail: Spotting minor details and inconsistencies is crucial since small errors can lead to big problems. Having a sharp eye can save the company time, resources, and potential legal issues.
- Organizational skills: Managing a large volume of documents requires excellent organizational abilities. This means sorting, categorizing, and managing documents so they are easy to find and use.
- Communication: Interacting with various departments and individuals is a big part of the job. You need to clearly explain instructions, changes, or issues related to important documents to keep everything running smoothly.
- Proficiency in document control software: Knowing how to use document control software like Microsoft SharePoint and Adobe Acrobat is essential. These tools help you perform your tasks efficiently and accurately.
- Understanding of regulations and standards: Different industries have specific regulations and standards for document control. Being familiar with these rules ensures that all documents meet the necessary guidelines.
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Document control specialist career path
As a document control specialist, your career can take several directions based on your interests and skills. Here are some of the different ways you could go:
Move up
A common path is to move up within the document management field. You might start by getting promoted to a senior specialist position, where you handle more complex projects and may oversee other document control specialists. This role provides experience in compliance, quality control, and project management.
Become a manager
With senior-level experience, you could advance to a managerial role, such as a document control department manager or quality assurance manager. In these positions, you would oversee a team or department, requiring strong leadership and people skills.
Consulting
Another option is to become a consultant. In this role, you would offer your expertise to companies, particularly those in regulated industries like pharmaceuticals, manufacturing, or construction. You might advise on document management strategies and systems, leveraging your experience to help organizations improve their processes.
Similar job titles
Position trends and outlook for document control specialists
- Data security and privacy: The increasing focus on data security and privacy has added new responsibilities to this role. Document control specialists must now protect sensitive information from cyber threats, validate document authenticity, and ensure changes to important documents can be tracked.
- Remote work: The rise of remote work has pushed these specialists to use cloud-based solutions for document access and control. Remote access to documents is crucial for business continuity, making adaptability to technological changes essential.
Employment projections
The U.S. Bureau of Labor Statistics does not specifically forecast the role of document control specialists, but it relates to information clerks and record-keeping clerks. Employment in these categories is expected to remain stable through 2031. However, due to digital transformation, data security needs, and remote work practices, there may be increased demand for skilled document control pros in the future.
Document control specialist career tips
Understand and apply industry standards
It’s crucial to know and follow industry standards for documentation. Each industry, like manufacturing, construction, and healthcare, has specific regulations. Stay updated by reading the latest updates, articles, and blogs. Participate in webinars and training courses related to your field.
Be detail-oriented and organized
Attention to detail is essential. Mistakes can lead to serious issues, including non-compliance. Stay organized by using digital tools and software to track different document versions and their status.
Build a professional network
Networking can help you access resources and advice from experienced professionals. Join professional associations and online forums to exchange ideas and stay informed about industry trends. Some valuable associations include:
- Association for Intelligent Information Management (AIIM)
- International Standard Organization (ISO)
- The National Association for Information Destruction (NAID)
Pursue continuous learning and professional development
Keep learning to stay current with evolving standards and technology. Consider:
- Getting certifications related to data management and quality control, such as ISO 900 Quality Management certification
- Staying updated with the advancements in document management software and database systems
- Participating in webinars, industry conferences, or workshops on document and record management
Showcase excellent communication skills
Your job involves interacting with team members, managers, and other stakeholders. Effective communication is key to ensuring everyone has access to accurate and necessary documentation. Improve and showcase your communication skills to facilitate smoother operations and efficient workflows.
Where the document control specialist jobs are
Top employers
- Becton, Dickinson
- Thermo Fisher Scientific
- AECOM
- CBRE
- Jacobs Engineering
Top states
- California
- Texas
- New York
- Illinois
- Pennsylvania
Top job sites
- zengig
- Indeed
- Google Jobs
- Monster
- SimplyHired
FAQs
What is the essential educational background for a document control specialist?
Most document control specialist roles require a high school diploma at a minimum. However, certain employers or industries may prefer candidates with an associate’s or bachelor’s degree in a related field, such as library science, information management, or business administration. On-the-job training is typically provided to understand the proprietary systems used by the organization.
What competencies does a document control specialist need?
Employers typically look for document control specialists who are highly organized and detail-oriented, as these traits are crucial to the role, which involves storing, managing, and tracking company documents. Core competencies include excellent database management skills, confidentiality, problem-solving abilities, and strong communication skills. Additionally, skills in using document management software could be vital depending on the organization’s setup.
What is the day-to-day work schedule of a document control specialist?
Document control specialists typically work during regular business hours, Monday to Friday. Depending on the industry, some positions may require overtime during busy periods or project deadlines. Some roles offer flexibility, like remote working.
What is the usual work environment of a document control specialist?
Document control specialists often work in an office setting, using computers and other electronic devices to manage document flow within a company. They might be employed across various industries, including engineering, construction, manufacturing, or in any sector where paperwork must be tracked and managed.
What are the responsibilities specific to a document control specialist?
As a document control specialist, you’ll maintain and manage all incoming or outbound documents within the company. You will also control the issuing of documents to employees and manage the procedures on how to handle them. Other responsibilities may include conducting audits, ensuring compliance with regulatory standards, and providing training or guidance to staff on document control procedures.
Which certifications can boost a document control specialist’s career prospects?
Earning a certification can significantly boost a document control specialist’s career prospects. For example, the Certified Document Controller Training Course, offered by Consepsys, is widely recognized in the industry. Additionally, certifications in particular software programs utilized in document control, such as Microsoft SharePoint, can also increase employability.
Does a document control specialist work individually or as part of a team?
It can depend on the size and nature of the company. In a smaller company, a document control specialist might be a one-person department responsible for all document control. In larger firms, they may work as part of a document control team or department. Regardless of the setup, collaboration and interaction with various other internal teams and departments is a significant part of the job.
How much computer literacy is required for document control specialists?
Since document control involves storing, retrieving, and tracking documents electronically, a high degree of computer literacy is a must. Prospective candidates should be competent in using popular office productivity tools like Microsoft Office Suite and familiar with database management and document control software.
Are there opportunities for professional development and advancement as a document control specialist?
Yes, with experience and additional certifications, document control specialists can move into supervisory or management roles. Experienced specialists may even move into strategic roles or become document control consultants in large firms.
What challenges are typically faced by a document control specialist?
A document control specialist often faces challenges such as maintaining the accuracy and integrity of documents, adapting to new technologies and software, training employees on document control procedures, and ensuring compliance with regulations and standards. Also, managing a large documentation flow during busy periods or project deadlines can be quite challenging.