Document control specialists store, manage, and track records and documents for government agencies and engineering firms. They also ensure that those documents are accurate and maintain their quality and integrity. A document control specialist makes sure their organization follows document retention policies and retrieves those documents upon request. They also archive inactive records and documents.
A document control specialist needs to be detail-oriented. Many document control specialists are responsible for checking contracts between their organization and clients word for word to make sure both parties have the same information. Document control specialists must also manage the computer software used to manage the organization’s documents. They make sure the system works as intended and notify the IT department of any issues.
Sample job description #1
Maintain the Document Control System including activities pertaining to document approval and release, maintenance of archival records, maintaining the drawing vault, and all related activities to documented information traceability.
Duties and responsibilities
- Performs administrative duties in support of the Documentation department in an ISO/AS environment
- Prepare documentation packet for approval, as well as distribute for approval and release into the system
- Maintain the drawing portal, release/update drawing into the ERP (MAS)
- Maintaining the training system when training is identified in the document release process
- Work with Manager to ensure documented information are maintained and preserve from damage
- Work with Service Provider to archive/retrieve documented information stored off-site
Qualifications
- Proficient in general computer and documentation skills
- Excellent command of written English
- Good communication skills
- Excellent knowledge of general office equipment and skills especially filing and typing
- Ability to understand general engineering documents is a plus
- Organized work habits and ability to multi-task required
Education
- Associate degree in a related field
- 2-5 years related job experience
Sample job description #2
The Document Control Specialist is a crucial contributor to the success of department projects. The Document Control Specialist will be responsible for maintaining an organized and detailed library of project documentation primarily using ProjectWise. The Document Controls Specialist will be responsible for the administration and control of documents that are received, created or issued as part of a project in an engineering consulting environment.
What you’ll do
- Maintains, organizes, and updates documents in electronic drawing management systems. Familiarity with ProjectWise required; AutoDesk Vault, BIM 360, and SharePoint preferred
- Provides on-time and on-budget, complete administrative and analytical support in relation to engineering document services
- Demonstrates adherence to client driven engineering document services policies, procedures, standards, and guidelines
- Provides services for engineering document requests
- Communicates document requirements and client standards to engineering team
- Performs collection, entry, and distribution procedures as required
- Ensures document transmittals by others are accurate and complete
- Utilizes interpersonal skills in maintaining balance with all party’s requirements and priorities
- Proactively communicates with client Document Control Specialists and internal teams to manage workload and project requests
- Contributes to development of department policies including documentation, storage, and organization policies
- Initiates corrective action for continuous improvement of efficiency and customer service
- Performs quality assurance and quality control of engineering documents
- Performs periodic archiving and audits to maintain document repository standards
- Investigates compliancy as necessary
- Support of engineering documents with verification of document accuracy through audits
What we expect from you
- High School Diploma or equivalent required. Associate degree or higher preferred
- 2 years previous document control experience in an engineering, construction, or technical office preferred
- Demonstrated proficiency in analyzing data, problem identification and resolution and ability to generate clear/concise reports indicating key issues
- Microsoft Office Applications Experience (i.e. Excel, Word, etc.)
- Strong communication and organization skills both verbal and written
- High attention to detail
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
- Ability to work on multiple tasks and prioritize work
- Must be willing to work extended hours as necessary
- Ability to work cross functionally as a team
- Must have authorization to work permanently in the US
Sample job description #3
This position requires a hands-on individual contributor that is capable of working on and tracking a large number of tasks in a fast paced environment, with minimal supervision. Additional responsibilities include assisting with other documentation writing (R&D documents, country registration documents, etc) such that documents are compliant, easy to use and complete.
Duties and responsibilities
- Engineering document assembly, change control, and Document Control Library archival
- Maintenance and continuous improvement of Change Control process
- Assists in the building of documents for regulatory submissions, as well as interfaces with customers as needed
- Daily interaction and documentation & compliance support to internal & external engineering, research & development, manufacturing operations, materials management, program management, and quality individuals and groups
- Evaluation and retention of Batch Records and Device History Records for GMP compliance
- Administrator CAPA
- Write/update QMS Elements, procedures, processes, forms and templates for R&D, Engineering, Manufacturing Operations, etc.
- Assists in the periodic inspection of manufacturing areas, to assure that they are operated and administered according to GMP and safety requirements
- Lead projects related to QA/QC efficiency and improvement
- Create, maintain and report out on metrics for tracking and trending the performance of the QMS
- Support regulatory, customer, internal and, notified body audits
- Contribute to effort to transfer QMS from essentially a manual, shared drive configuration to a specialized medical device enterprise management system
- May perform notary activities if needed
- All additional duties as directed and required by quality/regulatory management
Qualifications, education and experience guideline
- Minimum of 1 years experience working as a technical writer, 3 years preferred
- Some experience or training in project leadership
- Knowledge of ISO and/or FDA quality system guidelines is preferred
- Some experience with a medical device company is desired
- Very strong PC skills. Proficient in MS Office applications
- Knowledge of SolidWorks or similar CAD application is preferred
Average salary and compensation
The average salary for a document control specialist is $62,500 in the United States. Position salary will vary based on experience, education, company size, industry, and market.
| Location | Salary Low | Salary High |
|---|---|---|
| Phoenix, Arizona | $62,150 | $84,100 |
| Los Angeles, California | $70,150 | $94,900 |
| Denver, Colorado | $58,450 | $79,050 |
| Washington, DC | $71,200 | $96,300 |
| Miami, Florida | $58,150 | $78,700 |
| Orlando, Florida | $53,650 | $72,600 |
| Tampa, Florida | $54,200 | $73,300 |
| Atlanta, Georgia | $56,850 | $76,900 |
| Chicago, Illinois | $65,350 | $88,400 |
| Boston, Massachusetts | $70,650 | $95,600 |
| Minneapolis-St. Paul, Minnesota | $56,300 | $76,200 |
| New York City, New York | $74,400 | $100,650 |
| Philadelphia, Pennsylvania | $60,550 | $81,950 |
| Dallas, Texas | $58,950 | $79,800 |
| Houston, Texas | $58,450 | $79,050 |
| Seattle, Washington | $68,000 | $92,000 |
| National Average | $62,150 | $71,900 |
Sample interview questions
- How do you keep on top of developments and best practices in document management?
- What’s an effective method you’ve used to monitor regulatory compliance as it relates to records and documentation?
- What’s an effective plan you’ve executed for maintaining documentation?
- Have you ever had a proposal that effectively improved the management system? What was the outcome?
- Do you have any experience with security surveillance as it pertains to documentation processing, reproduction, distribution, or storage?
- What factors would you consider if deciding on a new digital documentation management system?
- What’s an effective method you have for analyzing and interpreting legal access to secure content?
