Document Controller - Staff Solutions
Gqeberha / Port Elizabeth, Eastern Cape 7 days ago Permanent Salary - Market Related
Document Controller
Staff Solutions
Gqeberha / Port Elizabeth, Eastern Cape
Date Created : 7 days ago
Job Type : Permanent
Salary : Market Related
A Document Controller's primary duty is to manage and maintain an organization's documents, ensuring they are accurately stored, organized, and accessible while adhering to compliance and regulatory standards.
This includes identifying, numbering, and indexing documents, using EDMS systems, and converting documents to digital formats.
They also review documents for compliance, create revisions, and archive outdated versions.
Additionally, they distribute documents, train employees on document control procedures, and prepare and update document control procedures for the company.
Detailed breakdown of their duties:
Core Responsibilities:
- Document Identification and Numbering:
- Assigning unique identifiers to incoming documents for easy tracking and retrieval.
- EDMS Management:
- Utilizing electronic document management systems (EDMS) like SharePoint to store, index, and retrieve documents.
- Digitalization:
- Scanning and converting paper documents into digital formats using EDMS-linked software.
- Document Review and Compliance:
- Reviewing documents for accuracy, completeness, and compliance with regulations and industry standards.
- Revision Control:
- Managing document revisions, creating new versions, and archiving outdated ones.
- Distribution and Communication:
- Distributing documents to relevant parties and ensuring they are aware of actions required, as part of a process.
- Template and Form Creation:
- Creating master document templates and forms to facilitate consistent documentation.
- Additional Responsibilities:
- Document Control Procedures:
- Preparing and updating document control procedures and ensuring adherence to them.
- Process Monitoring:
- Ensuring departments follow correct document flow processes.
- Training:
- Training employees on document control procedures and the use of document management systems.
- Audits:
- Assisting with internal and external audits by ensuring documents are accessible and accurate.
- Project Support:
- Managing project-related documents, ensuring accuracy, version control, and accessibility for project teams.
- Record Keeping:
- Ensuring documents are accurately stored, backed up, and maintained according to record-keeping policies.
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