Document Control Manager

Document Lifecycle Management 

• Organize, classify, and maintain all project-related documents including drawings, specifications, contracts, and reports. 

• Track document status (e.g., draft, under review, approved) and ensure timely updates. 

• Archive documents systematically for future retrieval, especially for regulatory audits and inspections. 

• Develop workflow documents to communicate detailed processes to all parties 

Compliance and Quality Assurance 

• Ensure all documentation complies with owner internal policies, industry standards (e.g., ISO 9001, and Good Documentation Practices - GDP), and regulatory requirements such as FDA, EMA, or GMP. 

• Prepare documentation for internal and external audits, maintaining audit trails and version control. 

• Verify that documents are complete and properly formatted before release. 

Collaboration and Communication 

• Proactively liaise between project teams, contractors, consultants, and client regulatory personnel to facilitate smooth document flow. 

• Respond to document-related queries and distribute updated documents to relevant stakeholders. 

Security and Confidentiality 

• Manage access controls to sensitive or classified documents, ensuring data protection and confidentiality. 

• Implement backup procedures and secure storage for both physical and digital records. 

System and Technology Management 

• Use Electronic Document Management Systems (EDMS) like ACC, Aconex, SharePoint, Bluebeam, Procore, EIDA, or DocuWare to manage documents digitally. 

• Train team members in EDMS usage and ensure consistent application of document control procedures. 

Support for Project Execution 

• Assist in preparing documentation for meetings and reviews. 

• Maintain document registers and logs to track deliverables and ensure timely submission. 

• Assist with versioning contract documentation so that the most current and relevant documents are available and transmitted to all subcontractors.  

• Monitor Submittal and Request for Information (RFI) Processes and cycle times. 

• Coordinate with other parties to ensure timely actions throughout the project lifecycle. 

Essential Skills 

• Organizational Skills: Organize and maintain all construction related documents. 

• Attention to detail: Critical for maintaining accuracy and avoiding costly errors. 

• Time management: To meet tight deadlines and manage multiple document workflows. 

• Technical proficiency: Familiarity with EDMS platforms, especially ACC and construction-specific tools like AutoCAD or BIM software. 

• Communication skills: Written and Verbal For effective coordination across teams and stakeholders. 

Best Practices for Document Control 

As a Document Controller, implementing best practices is crucial for maintaining efficient, accurate, and organized document management systems. Below are best practices that can help ensure success in this role: 

Implement a Clear Document Control Procedure 

• Establish a formal document control process: Develop a detailed procedure that outlines how documents will be created, reviewed, revised, approved, and archived. 

• Ensure all team members understand the process and their responsibilities in managing documents. 

Use electronic Document Management Software (EDMS) 

• Invest in reliable document management software to streamline document control processes. This software should include features like version control, access permissions, audit trails, and automatic backups. 

• Ensure your team is trained on how to use the system efficiently.