28/04/2025
A Document Controller is a professional responsible for managing and controlling documents within an organization, ensuring that the right documents are properly stored, updated, and accessible when needed. This is a very important role, especially in industries like construction, engineering, oil & gas, healthcare, and corporate offices.
Here’s a detailed explanation:
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Main Responsibilities of a Document Controller
1. Document Management:
Receive, register, and file all incoming and outgoing documents (physical and electronic).
Ensure all documents are correctly numbered, titled, and filed.
Maintain proper filing systems (both hard copies and soft copies).
2. Document Control System:
Use software like SharePoint, Aconex, EDMS, or manual systems to control document flow.
Track documents – who sent it, who received it, when it was sent, and updates.
3. Version Control:
Manage revisions and updates of documents.
Make sure that people are working only with the latest version.
Archive older versions properly.
4. Distribution:
Distribute controlled copies of documents to relevant departments, contractors, clients, etc.
Ensure the right people receive the right documents on time.
5. Confidentiality and Security:
Protect confidential and sensitive documents.
Set permissions – not everyone can access all documents.
6. Audit and Compliance:
Help in audits by organizing documents properly.
Ensure that document control practices meet company standards (like ISO standards).
7. Communication and Coordination:
Work closely with project managers, engineers, HR, finance, and other departments.
Sometimes act as a point of contact between your company and external companies regarding document submission.
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Skills Required for a Document Controller
Attention to detail (small mistakes can cause big problems)
Organizational skills (to handle hundreds/thousands of documents)
Good English (for communication and writing)
Computer skills (MS Office - Word, Excel, and document management systems)
Knowledge of documentation standards (like ISO 9001)
Fast typing and accuracy
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Tools and Software Commonly Used
Microsoft Office (especially Excel, Word, Outlook)
Document Management Systems (like Aconex, SharePoint, EDMS, Procore)
PDF tools (Adobe Acrobat for combining, editing PDFs)
ERP systems (sometimes SAP or Oracle systems if you work in large companies)
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Simple Example of a Day for a Document Controller
Morning: Check emails, register newly received documents.
Midday: Update document logs, distribute documents to engineers.
Afternoon: File signed documents, update document versions.
Evening: Prepare a report showing document status for a project.
