Document Controller Job Description: Top Duties and Qualifications

Last updated: April 21, 2022

A Document Controller, or Document Manager, is responsible for maintaining organized and updated documents for a business. Their duties include using document management software to upload or scan paper documents, retrieving documents for authorized personnel and ensuring document storage to comply with laws and regulations.

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Document Controller duties and responsibilities

In this section, outline what tasks your Document Controller will be expected to perform. Include required daily tasks as well as those that are less frequent but critical. You should also include how the Document Controller interacts with other members and parts of the organization. Common responsibilities for a Document Controller include the following:

  • Print and distribute documents as needed
  • Scan and upload documents according to company procedure
  • Collect and register all technical documents such as drawings and blueprints in the company’s system
  • Review and update documents for maintenance and quality control
  • Keep other personnel updated on new document versions and how to obtain access
  • Handle records across various departments
  • Create templates for use by other personnel
  • Maintain confidentiality regarding sensitive documents
  • Establish and maintain record retention timelines
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What does a Document Controller do?

Document Controllers typically work for corporations across industries to help businesses store and update documents, including employee training manuals, financial statements, invoices or payroll information. They work closely with department heads to collect, store and retrieve important documents as needed. Their job is to organize documents by date, department or project type to retrieve documents for employees in a quick and efficient manner. They may also be responsible for overseeing access codes to maintain confidentiality for important documents.

Document Controller skills and qualifications

A Document Controller should have relevant education, job experience, certifications and technical skills. You may also want to include soft skills and personality traits that would make a candidate thrive in your company. A complete listing of skills and qualifications that you require will help you find the most qualified candidates:

  • Associate degree or higher in computer Science, business administration or similar field
  • Experience working with many types of files
  • Ability to organize and preserve paper documents
  • Thorough knowledge of various kinds of office software
  • Attention to detail
  • Effective communication coworkers across departments
  • Ability to multitask 

Document Controller salary expectations

A Document Controller makes an average of $24.83 per hour. Pay rate may depend on level of experience, education and the geographical location. 

Document Controller education and training requirements

An associate degree or higher in computer science, business administration or a related field is often required for a Document Controller candidate. Working knowledge of many kinds of files and computer systems is also helpful. In a technical field, a strong knowledge of specialized documents is critical. Document Controllers should be skilled in the preservation of paper documents and document capture/image systems.

Document Controller experience requirements

In some companies, a Document Controller is an entry-level position. Document Controllers should have experience with office software and equipment. Many companies prefer that Document Controller candidates have a minimum of two years of work experience in document or records management. In companies that deal with sensitive information, more experience may be required. In technical companies, you may require that candidates have experience with specialized documents such as blueprints or scientific drawings.

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Frequently asked questions about Document Controllers

 

What is the difference between a Document Controller and an Administrative Assistant?

Some companies use the titles Document Controller and Administrative Assistant interchangeably. However, there are a few ways to differentiate between the two. For example, Document Controllers focus solely on maintaining company documents in organized paper or digital filing systems. They also have the responsibility to make changes to documents and grant access to employees. 

In contrast, Administrative Assistants have a variety of responsibilities, one of which includes maintaining organized filing systems for company documents. However, they are also responsible for taking calls, greeting office visitors, maintaining schedules, making copies and writing reports on behalf of administrators.

 

What are the daily duties of a Document Controller?

On a typical day, a Document Controller starts by checking their email and voicemail to see if any employees need access to company files. Throughout the day, Document Controllers scan and upload paper documents onto a digital filing system. They also help members of the HR department by cataloging job candidate information and assisting them in making updates to application documents or employee training manuals. Document Controllers also communicate with the accounting department to provide them with financial statements ahead of tax season.

 

What qualities make a good Document Controller?

A good Document Controller is someone who is well-organized. This quality enables them to oversee a large number of important company documents for easy retrieval upon request from employees. They have a commitment to confidentiality and make sure to confirm an employee’s authorization before granting them access to particular documents. This quality also motivates them to update software programs like malware protection software so documents remain protected from security breaches. 

Further, a good Document Controller has excellent interpersonal communication, which helps them speak with employees from different departments and job titles.

 

Who does a Document Controller report to?

A Document Controller working in a corporate setting typically reports to the HR Manager to receive updates on filing systems or company documents. Document Controllers working for construction companies usually report to the Project Manager or Construction Manager to maintain invoice and payroll documents. They also provide the Project Manager or Construction Manager with site blueprints and environmental reports as needed.

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    Last updated: Apr 28, 2021