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
- Manages documents (internal & external)
- Checks compliance and quality of documents
- Maintains a list (register) & files documents
- Distributes documents to relevant people
- Liaises with Client / Contractor / Subcontractor
- Reports on the progress of documents
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
- Manages documents (internal & external)
- Checks compliance and quality of documents
- Maintains a list (register) & files documents
- Distributes documents to relevant people
- Liaises with Client / Contractor / Subcontractor
- Reports on the progress of documents
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:
- Leads / Coordinates a team of Document Controllers
- Sets up the Document Control system (procedures, processes, templates, applications, etc.)
- Runs & administrates the Document Control system for a project or department
- 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
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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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)?
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.
Abdurrehman (Sunday, 23 October 2016 09:22)
It Is Really Good Document Controller
Yousuf (Saturday, 05 January 2019 09:17)
In projects we also have engineering data to manage and so we have data controllers. What about thier roles and how they work with DCs
Jan Iversen (Thursday, 23 January 2020 19:51)
In the US in 2006 When I became a DC, not too many companies knew what a DC was not did they know what our job responsibilities are. I have worked with people who have mentioned we were a glorified Administrator. I have always been very proud to say that I am a DC, even if people did not understand what we do. It wasn’t until the tragedy that happened on the Gulf of Mexico not too long ago, did people start to understand how meaningful our job duties are. This job has been very challenging and rewarding. This is one job, other then being a parent that I am so proud to be a part of. Thank you to Consepsys for bringing this information to the USA.