Document Management Analyst

Document Management Analyst (10-Month Contract)

ROLE SUMMARY

The Document Management Analyst will be a key consultant responsible for conducting a comprehensive assessment of the organization's current document management landscape and designing a strategic roadmap for implementing an Enterprise Document Management System (EDMS) with electronic signature capabilities. This role will work closely with stakeholders across all departments to evaluate existing processes, identify improvement opportunities, and develop cost-effective solutions that align with the organization's digital transformation objectives.

MAJOR AREAS OF RESPONSIBILITY

• Conduct comprehensive current state assessment of existing document management practices, systems, and workflows across all departments. Map document lifecycles, identify process inefficiencies, and document pain points. Analyze current technology landscape and integration requirements.
• Design future state vision for enterprise document management including workflow optimization, automation opportunities, and digital transformation initiatives. Develop conceptual architectures and process maps that align with organizational objectives and industry best practices.
• Perform detailed cost-benefit analysis for EDMS implementation options including CAPEX requirements, OPEX implications, and projected ROI. Develop comprehensive financial models that quantify benefits, risks, and implementation timelines to support investment decisions.
• Create detailed requirements specifications for document management system procurement including functional requirements, technical specifications, integration needs, and compliance considerations. Develop RFP documentation and evaluation criteria for vendor selection processes.
• Develop comprehensive implementation roadmap with phased approach, resource requirements, timeline estimates, and risk mitigation strategies. Define project governance, change management approach, and success metrics for system deployment and adoption.
• Design organizational governance framework including document management policies, procedures, roles and responsibilities, and compliance protocols. Establish information classification schemes, retention schedules, and access control matrices aligned with regulatory requirements.
• Evaluate electronic signature solutions and integration requirements with document management platforms. Assess legal and compliance implications, security requirements, and workflow integration needs for digital signature implementation across business processes.
• Conduct stakeholder engagement and requirements gathering sessions across all organizational levels and departments. Facilitate workshops, interviews, and collaborative sessions to ensure comprehensive understanding of business needs and user requirements.
• Analyze integration requirements with existing enterprise systems including ERP, CRM, collaboration platforms, and legacy applications. Define data migration strategies, API requirements, and system interoperability specifications.
• Research industry trends and best practices in document management, information governance, and digital transformation. Evaluate emerging technologies, methodologies, and regulatory requirements that could impact organizational document management strategy.
• Develop training and change management strategies to ensure successful user adoption and organizational transformation. Create communication plans, training materials, and support frameworks that facilitate smooth transition to new document management practices.

QUALIFICATIONS/ EDUCATION

• Bachelor's degree in Information Management, Business Administration, Information Technology, Engineering, or a related quantitative field - 5+ years of experience in document management, business process analysis, or management consulting role
• Proficiency in document management and business process analysis tools such as SharePoint, Microsoft Visio, process mapping software, and project management platforms
• Advanced knowledge of information governance frameworks, regulatory compliance requirements (such as ISO standards, records management regulations), and data privacy laws
• Familiarity with enterprise systems integration, API technologies, and modern cloud-based collaboration platforms
• Relevant certifications (Information Governance Professional, Certified Records Manager, Project Management Professional, Business Process Management, etc.) are a plus

EXPERIENCE

• Experience supporting process improvement and digital transformation initiatives by leveraging technology and data-driven insights
• Proven ability to conduct organizational assessments, stakeholder interviews, and requirements gathering across large, complex organizations
• Track record of developing business cases, cost-benefit analyses, and strategic recommendations that drive measurable business value and secure executive approval
• Experience creating comprehensive documentation including functional specifications, process maps, policies, and implementation plans
• Exposure to enterprise content management systems, document workflow platforms, electronic signature solutions, and related enterprise technologies
• Experience with change management, user training, and organizational transformation initiatives in technology implementation contexts