Document Controller Goals and Objectives Examples
Ensure all project documents are accurately filed and stored.
Maintain an organized and up-to-date document control system.
Monitor document control processes for efficiency and effectiveness.
Coordinate with project teams to ensure timely submission of project documents.
Provide training and support on document control procedures to project team members.
Conduct periodic audits of the document control system to ensure compliance with company policies and regulations.
Implement process improvements to enhance the document control system.
Create and maintain a master list of all project documents.
Review project documentation for accuracy, consistency, and completeness.
Generate reports on project documentation status and progress.
Establish and maintain relationships with external stakeholders such as clients, contractors, and suppliers regarding document management.
Track approvals and signatures for all project documents.
Facilitate review and approval of project-related documents.
Maintain confidentiality of sensitive project information.
Identify, escalate, and resolve issues related to document control.
Ensure compliance with relevant industry standards and regulations.
Develop and implement document control policies and procedures.
Manage the distribution of controlled documents.
Collaborate with project managers to develop document control plans for each project.
Provide leadership in developing a culture of quality management within the organization.
Keep up-to-date with emerging trends and technology in document control practices.
Ensure that all staff has access to necessary project documents.
Act as a liaison between internal departments for sharing project-related documentation.
Conduct regular training sessions on document control systems for colleagues in the organization.
Respond promptly to inquiries related to document control from both internal and external stakeholders.
Plan, organize, and prioritize workload to ensure timely completion of tasks.
Maintain accurate records of all document-related activities.
Identify opportunities for automation in document control processes.
Develop and maintain an archive of historical documents for future reference.
Ensure version control of project documents is maintained at all times.
Participate in meetings related to project documentation as necessary.
Monitor the performance of the document control system against key performance indicators (KPIs).
Implement corrective actions to improve KPI results where necessary.
Manage electronic document management systems (EDMS) effectively.
Escalate any issues or deviations from standard operating procedures to senior management.
Ensure that all documents are properly formatted and meet required standards.
Track changes made to documents during the review process.
Maintain accurate logs of all document-related activity, including tracking numbers, dates, and status updates.
Continuously monitor document retention requirements to ensure proper disposal or archiving of documents when no longer required.
Ensure that all personnel have access to relevant documents depending on their role in the organization.
Collaborate with legal, procurement, and other departments to ensure that all contracts and agreements are properly archived.
Manage the development and maintenance of databases for easy retrieval of documents when required.
Ensure that all templates are up-to-date and accessible to all personnel when needed.
Maintain good relationships with vendors providing document management services to the organization.
Ensure that all email correspondence is saved appropriately according to organizational guidelines.
Establish clear procedures for handling confidential or sensitive information.
Establish procedures for disaster recovery in case of data loss or damage to electronic documents.
Ensure that all documentation is easily accessible when required for audits or inspections.
Develop a plan for regular backups of critical data maintained by the document controller.
Meet regularly with key stakeholders to review the status of ongoing projects.
Ensure that all project-related documentation is complete before closing out projects.
Assist senior management with special projects as required.
Review and update the organization's document retention policy on a regular basis.
Collaborate with IT personnel to ensure adequate cybersecurity measures are in place for document storage and retrieval systems.
Make recommendations for improvements to the document control system based on feedback from stakeholders.
Keep track of companies' licensing agreements with third-party software providers related to document management systems.
Manage workflow routing and approvals for electronic documents.
Work closely with project managers to ensure proper flow of documentation between departments.
Ensure all manuals, diagrams, charts, graphs, etc are properly filed.
Make sure there are no missing pages in any of the documents.
Follow up regularly with stakeholders after submitting a report or sending out an email.
Prepare monthly reports summarizing the status of all ongoing projects.
Establish a system for maintaining accountability for all official documents.
Be available at all times to resolve any queries related to document management systems.
Review vendor contracts related to document management systems.
Develop communication protocols for sharing project-related documents across departments.
Continuously monitor EDMS software usage statistics to gauge user adoption levels.
Train end-users on new features added to EDMS software.
Ensure security settings are properly configured in EDMS software.
Investigate any errors encountered during routine EDMS software operation.
Monitor updates released by EDMS software providers.
Participate in inter-departmental meetings which require knowledge about existing documentation practices.
Ensure that the users understand how EDMS software works.
Encourage users to ask for help when they encounter difficulties while using EDMS software.
Help prepare materials for meetings which will require access to specific documentation.
Assist senior management in providing an analysis of key performance indicators related to document management.
Maintain good relationships with IT staff who provide technical support.
Ensure computer hardware used in EDMS software is well-maintained and performing optimally.
Coordinate training programs for new hires so that they can understand how EDMS works.
Perform regular reviews of EDMS software user accounts to eliminate inactive users.