Document Controller

• The Document Controller establishes master filing systems, including copies of all drawing issues on design projects in Design Centers. He ensures the implementation of archiving policies, procedures, and standards in the recording of all issued documents and drawings.
• Organize and Archive Documents
• Most Document Controllers will perform some type of document storage duties.
• This may involve scanning documents, copying documents, physically or electronically filing documents, organizing documents and ensuring documents are saved and safeguarded from theft or destruction. It also usually requires Document Controllers to adhere to a retention schedule, meaning they must know the proper ways and times to destroy old documents.
• Fulfill Document Retrieval Requests
• Document Controllers also handle the retrieval of documents either as directed by employees or clients. There may be a records request system in place in which the Document Controller receives requests, logs the requests in a database system and then provides the requested materials or it may be more informal. However the system is set up, Document Controllers must be able to quickly and efficiently retrieve documents and data when needed.
• Maintain Documents
• Document Controllers often must edit or review documents. This is especially
• true when working in specialized areas like a bank’s loan department, in a medical
• facility or an organization’s contract division. If a Document Controller has an area
• of expertise, they will most likely use that experience to perform document control.
• They may do as little as check for signatures and dates or as much as drafting and
• editing sentences.
• Train Employees
• Document Controllers may also be tasked with training employees in the proper way to create or fill out company documents. In large organizations, they may oversee a staff of document specialists and be responsible for training them on the documents and systems in place. They may also assist clients with filling out the proper paperwork and with the filing process of the documents.

Key Responsibilities

• Provide document control and organize a comprehensive filing system for
• all received and outgoing correspondence on design projects in accordance with corporate policies and procedures
• Maintain a record of submittals to the client and record the date of responses to the client
• Maintain a list of unanswered items of correspondence and circulate the list at regular intervals for reference
• Maintain a register of design manuals, vendor manuals, and design drawings
• Maintain copies of all programs submitted during the project and file copies of the client’s drawings showing the progress of the works during the various stages of the design
• Maintain a register of all design drawings submitted by the client and update the status of review/approval of design drawings
• Record receipt of drawing revisions and distribute to the appropriate people
• Ensure that the most current version of drawing documents is being used
• Assist other members in the design team to set-up and maintain filing systems in an organized manner
• Ensure that back-up copies of the files are made on a regular basis in accordance with the corporate policies and procedures