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Director - Document Management
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- Lead the full lifecycle of the Document Management System (DMS) implementation—from system design, integration, and migration to deployment, adoption, and continuous optimization—while defining and driving the document management strategy in alignment with the company’s mission, vision, and long-term objectives.
- Establish company-wide document management policies, standards, SLAs, KPIs, and governance frameworks to ensure consistent, compliant, and efficient practices.
- Lead document management initiatives, providing strategic guidance and decision-making for all document control activities.
- Drive the design, implementation, and continuous improvement of the Document Management System (DMS) and document control processes, integrating automation, digital transformation, and industry best practices to enable seamless information governance across the organization.
- Integrate DMS with other organizational systems and applications to streamline workflows further by continuously assessing and optimizing DMS to improve efficiency, user experience, and system performance. Ensure secure migration of documents to the DMS with full integrity, accessibility, and compliance.
- Collaborate with internal stakeholders to integrate DMS with Company systems, workflows, and automation tools, enhancing efficiency, security, and user experience.
- Oversee customization and scalability of the DMS to accommodate all document types and departmental requirements. Ensure all document control processes comply with internal policies, regulatory standards, and audit requirements.
- Maintain comprehensive documentation of processes, milestones, and system performance for audit readiness and governance reporting.
- Implement robust controls over document lifecycle, versioning, retention, archival, and destruction to mitigate organizational risk.
- Lead engagement with senior leadership, department heads, and external partners to align document management practices with organizational needs.
- Drive change management initiatives, including training programs/ sessions, awareness campaigns, and adoption strategies to ensure Company-wide usage of the DMS and smooth adoption and usage.
- Establish and maintain effective communication with stakeholders throughout the project, providing updates and addressing concerns while documenting project process, milestones, and results for future reference and audit purposes.
- Act as a central point of contact for executive reporting on document control performance, challenges, and strategic improvements within Company.
- Monitor and optimize all document management operations, including digital and physical archives, indexing, retrieval, distribution, and workflows.
- Track performance against SLAs and KPIs, identifying gaps, recommending improvements, and implementing best practices.
- Conduct periodic reviews of system performance, security, and efficiency, ensuring alignment with organizational objectives and technological advancements.
- Champion initiatives for process automation, digital transformation, and AI-enabled solutions to advance document management capabilities.
- Promote a culture of continuous improvement, operational excellence, and innovation across the organization’s document management function.
- Stay updated on global best practices, emerging technologies, and trends in document management, control, and automation.
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