Roles & Tasks in Document Control

There are many different job titles in the Document Control discipline, and it sometimes gets really difficult to understand what they entail.

 

If you have not read it already, we first recommend that you have a look at the Document Controller Job Description article, which will tell you what exactly is a Document Controller.

 

 

In this article, we will focus on the different roles in Document Control, and especially what are the differences between them: What is the difference between a Document Controller and a senior Document Controller? What is the role of the Lead Document Controller?

 

What are the main different job titles in the Document Control area?

 There can be many different job titles but these are the most common ones:

  • Document Controller
  • Senior Document Controller
  • Lead Document Controller
  • Document Control Manager

Let's start with the video tip on "Typical Document Control Tasks and Roles" that Consepsys published a few months ago:

Let's continue further, by explaining each of the roles. We will start with the Document Controller's role:

 

What the tasks and the role of a Document Controller?

General Description

 

The Document Controller is in charge of the daily management of documents on a Project or in a Department.

 

Remember: have a look at the Job Description of a Document Controller article, for a more in-depth description.

Typical activities

What the tasks and the role of a Senior Document Controller?

General Description

 

Experienced professional, in charge of the daily management of documents on a Project or in a Department.

 

Remember: have a look at the Job Description of a Document Controller article, for a more in-depth description.

Typical activities

What is the difference with the other roles?

The activities are the same as the Document Controller’s one, but the senior Document Controller is usually an experienced professional.


What the tasks and the role of a Lead Document Controller?

General Description

 

Team leading position on a Project or in a Department.

Typical activities

On a project or Department:

What is the difference with the other roles?

This role is on more the management side of the discipline: leading a team, setting up a system (procedures, tools, etc.) for a project, arbitrating and clarifying on Document Control issues.

What are the tasks and the role of a Document Control Manager?

General Description

 

Management position overseeing document control systems & teams for a Company.

Typical activities

 

On a group of Projects or Departments / For an entire Company:

  • Manages / Coordinates a team of Document Controllers
  • Sets up the Document Control system (procedures, processes, templates, applications, etc.)
  • Runs & administrates the Document Control system
  • First line of contact in  the case of an escalation of a Document Control related issue
  • Gate keeper of the Document Control rules and procedures
  • Clarification, arbitration, technical authority role regarding Document Control issues
  • Ensures commitment, support and buy-in from internal and external interfaces
  • Closely supervises difficult / sensitive phases 

What is the difference with the other roles?

 

This role is a management role, entailing stakeholder management, implementation of an integrated system (including procedures, software, tools, etc.), clarification, gatekeeping and management of resources.

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Comments: 3
  • #1

    Ruth Phillip (Sunday, 05 June 2016 19:18)

    Whilst setting up a DC system for a Department the Manager wanted the DC to go into the files/folders and determine what should be kept or toss. Is it the responsibilty of the document controller to clean up employee's filing (whether paper/electronic)?

  • #2

    Sofiane Tabti (Thursday, 28 July 2016 14:24)

    @Ruth Phillip
    The Short answer is: It is the employee's responsibility to clean up employee's filing.
    It is the responsibility of the DC Manager to Quote"Sets up the Document Control system procedures, processes, templates, applications, etc.)" Unquote.
    One of the very important Procedures the DC Manager should write/enforce/follow up and audit is the "Document retention & disposal Procedure", it should govern what should be retained and for how long, where retained documents will be stored, how should they be transferred and to whom(Check with your legal department for applicable retention period per document type). the procedure shall also describe the disposal process i.e: approval process, final destruction to avoid e-discovery. It is the responsibility of all company's employee to apply the procedure. DC Manager is responsible to write the procedure, enforce it, and audit compliance. DC may support employees in applying the procedure but definitely not clean up on their behalf.

  • #3

    Abdurrehman (Sunday, 23 October 2016 09:22)

    It Is Really Good Document Controller