Document Controller Interview Questions

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There are several methods you might use to keep records compliant with company policies and adhere to any document management laws. What are your strategies? See answer
Do you have any experiences with or recommendations for improving document management systems or capabilities? What might we do here to improve our company’s systems? See answer
As a document controller, can you please describe how consulting or interacting with end users and gauging their experiences helped you solve a difficult issue? See answer
What are some of the most effective methods you use to store data and documents? How do you file, classify and retrieve documents when necessary? See answer
What sort of experience do you have in document control or management?
How do you record a correction or update to a contract and make sure the change is reflected in all versions of that document in the company’s records?
What are the best practices for up-keeping a long-term company archive for documents, forms and contracts?
Do you have any experience working with confidential documents containing sensitive information?
How would you approach an employee who regularly missed deadlines for signing contracts and forms?
What would you do if a colleague requested a specific account file from before you were hired and you discovered it was missing?
How would you align the content of physical copies of a document with digital files in our document management software?
Do you feel confident in your knowledge of recordkeeping compliance regulations?
What processes do you use to scan multi-page documents efficiently?
Explain how you would transfer a physical copy of a document into a parsed digital file that you can update and edit.
Are you familiar with using word processing and design software to produce reusable templates for company documentation?

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6 Document Controller Interview Questions and Answers

Q:

There are several methods you might use to keep records compliant with company policies and adhere to any document management laws. What are your strategies?

A:

Your company may have specific policies in place regarding how document controllers must manage or record information for later use. This can be particularly true if you often deal with sensitive or confidential data. There are also wider document storage procedures to consider. Answers to this question can help you see how familiar a prospective document controller is with standard industry practices.

What to look for in an answer:

Prior experience with company document storage procedures
Knowledge of regulations pertaining to sensitive data
Willingness to update methods as necessary

Example:

“In the past, I’ve relied on industry standard strategies to stay compliant with regulations. I can become familiar with any different regulations here quickly.”

Q:

Do you have any experiences with or recommendations for improving document management systems or capabilities? What might we do here to improve our company’s systems?

A:

This question speaks to the document controller’s familiarity with current technologies within the industry. It can also give you insight into the person’s thought process and how the candidate might improve your existing systems. They should be familiar with the primary systems in use and have some ideas about how to make document storage and retrieval easier and more streamlined if necessary.

What to look for in an answer:

Proficiency in editing and data organization
Working knowledge of software surrounding electronic document management systems
Tips for enhancing document control

Example:

“I can give you a list of the systems that I’ve worked with before. They are similar to yours, and I can work with and improve them.”

Q:

What sort of experience do you have in document control or management? What kinds of skills or training do you have for this particular job?

A:

The answer to this question speaks to any prior experience the prospective document controller might have and how that experience might be useful to your company. In addition to basic job history, the document controller can take you through any special training or certifications they received that might make them a good fit here. They can tell you how they’ve refined these skills.

What to look for in an answer:

Job history as it relates to document control
Certifications in specific areas of document control
Skills the document controller developed

Example:

“I have certifications in various fields related to computer sciences. I’m also versed in information management strategies, and I have training in data entry fields.”

Q:

As a document controller, can you please describe how consulting or interacting with end users and gauging their experiences helped you solve a difficult issue?

A:

Your company probably needs documents to be shared between departments and individuals on a regular basis. These are just some of the end users that a document controller might interact with in the execution of their tasks. Electronic document management can run into glitches, and listening to the concerns of end users shows the applicant’s interpersonal skills and ability to solve problems.

What to look for in an answer:

Listening and interpersonal communication skills
Ability to solve technical issues related to document sharing
Ways that document management might improve

Example:

“Some end users were seeing formatting errors with documents they received. I was able to use software to locate the issue and correct it.”

Q:

What are some of the most effective methods you use to store data and documents? How do you file, classify and retrieve documents when necessary?

A:

This question relates to both the general duties of a document controller and some of the specific strategies your new hire might employ. In addition, it allows you to get a glimpse into some of the current document management tools the industry might have and how the controller uses them. The candidate can outline processes they can use to streamline document storage.

What to look for in an answer:

Specific personal strategies used for document storage or sharing
Ability to update documents as necessary
Programs the controller might use

Example:

“FileHold and Bynder are just a couple of the document management systems I’ve used. I can locate and retrieve documents easily with the strategies I’ll share.”

Q:

How do you record a correction or update to a contract and make sure the change is reflected in all versions of that document in the company's records?

A:

Example:

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