Document Controller

Job Title:

Document Control Specialist (or Records Management Specialist)

Department:

Records Management / Documentation Department

Reporting To:

Records Manager / Administration Manager

Job Purpose:

To organize, archive, and preserve documents and records (both physical and digital) according to approved policies and procedures, ensuring easy retrieval, long-term preservation, and protection against loss, damage, or unauthorized access.

Key Responsibilities:

• Receive, sort, and classify incoming documents from various departments based on type and content.
• Archive documents in both physical and electronic formats following the organization’s archiving standards.
• Apply retention schedules to determine the appropriate duration for document storage.
• Ensure the physical and digital safety of stored documents.
• Manage the secure disposal of expired documents in line with relevant regulations.
• Maintain logs and databases of stored and retrieved documents.
• Continuously improve document control procedures and adopt modern archiving technologies.
• Coordinate with departments to fulfill their document access and archiving needs.
• Ensure confidentiality and restricted access to sensitive or classified documents.
• Prepare periodic reports on document status, including volumes archived, retrieved, and destroyed.

Qualifications and Experience:

• Bachelor’s degree in Information Science, Library Science, Records Management, or a related field.
• 2-3 years of experience in document control, archiving, or records management.
• Knowledge of Electronic Document Management Systems (EDMS).
• Familiarity with document retention laws, data privacy, and security standards.
• High attention to detail and excellent organizational skills.
• Proficiency in office software and archiving tools.

Key Skills:

• Strong computer and database management skills.
• Effective communication skills.
• Ability to work independently and as part of a team.
• High level of accuracy and attention to detail.
• Commitment to confidentiality and information security.