What is a document controller?
Document Controller Job Profile
Document Controllers keep projects moving by organizing, tracking, and safeguarding all technical and commercial documentation. They own version control, transmittals, and audit trails so teams can trust they’re building from the latest, approved information.
Key Responsibilities
Key Responsibilities
- Set up and maintain the Common Data Environment (CDE) and naming/numbering conventions
- Manage revision control, approvals, and distribution (RFIs, submittals, transmittals)
- Validate metadata, ensure quality of incoming/outgoing documents, and close loops on comments
- Produce registers, status reports, and overdue/action dashboards for stakeholders
- Train project teams and vendors on workflows and standards
- Support audits and handover: compile turnover dossiers and as-built records
- Administer permissions and security; ensure GDPR/confidentiality compliance
Qualifications, Skills, and Qualities
We've broken down some skills and experience based on seniority so you know more about career prospects.
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Entry Level
- High school diploma or equivalent; an Associate's or Bachelor's degree in business administration, information management, or a related field is often preferred.
- Strong organizational skills and high attention to detail.
- Basic understanding of document management practices.
- Proficiency with Microsoft Office Suite (Word, Excel) and PDF editing tools.
- Excellent written and verbal communication skills.
Professional Level
- 2-5 years of experience in a document control or records management role.
- Proficiency with a specific Document Management System (DMS), such as SharePoint, OpenText, or Aconex.
- Experience with version control, metadata tagging, and workflow automation.
- Knowledge of industry standards and regulatory compliance (e.g., ISO 9001, FDA, or GMP).
- Ability to train and mentor junior staff and collaborate with cross-functional teams.
Senior Level
- 7+ years of experience in document control, including team management and process improvement.
- Leadership in developing and implementing document control procedures and strategies.
- Expertise in document audits, compliance tracking, and security protocols.
- Experience with complex system administration, data migration, and troubleshooting.
- A professional certification such as a Certified Document Controller (CDC) or AIIM Certified Information Professional (CIP) is often preferred.
Growing project complexity, remote collaboration, and regulatory rigor make disciplined document control essential. Pros with CDE fluency, dashboarding, and smooth handover practices will stay in demand across engineering, construction, and pharma/biotech.
FAQs about Document Controllers
A document controller's role is a unique blend of both technical and administrative responsibilities. While they perform core administrative tasks like organizing files and managing records, they also possess a technical understanding of the project's documentation, including version control and quality standards, to ensure accuracy and compliance.
No, you do not need an engineering degree. While a basic understanding of project workflows and technical documents is helpful, the role focuses more on information management, organizational skills, and software proficiency. Many professionals in this field come from backgrounds in business administration or information management.
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