Document Controller Lead

About the role

As a Document Controller Lead, you lead and optimize the organization’s document management systems, ensuring efficient storage, retrieval, and archiving of critical documents. Provide expert guidance on document management best practices, enforce compliance with industry standards, and support teams in managing documentation throughout the project lifecycle. Drive improvements in document management processes to enhance accessibility, security, and operational efficiency.

Responsibilities

• Oversee the management and organization of the company’s document management systems, ensuring efficient storage, retrieval, and access to critical documents.
• Develop and implement document management policies and procedures, ensuring compliance with regulatory requirements and industry best practices.
• Lead the transition to digital document management, including the digitization of paper records and the implementation of electronic document management systems (EDMS).
• Collaborate with cross-functional teams to understand document management needs and integrate solutions that support business processes and improve operational efficiency.
• Ensure the security and confidentiality of documents, implementing and maintaining access controls, encryption, and other security measures to protect sensitive information.
• Monitor and optimize document management workflows, identifying areas for improvement and driving initiatives to enhance efficiency and user experience.
• Provide training and mentorship to staff on document management practices and tools, ensuring consistent and effective document handling across the organization.
• Stay updated with industry trends and emerging technologies in document management, recommending and integrating innovative solutions to enhance the organization’s capabilities.
• Manage relationships with external vendors and service providers, ensuring the delivery of high-quality document management services and solutions.
• Report on document management activities and performance to senior management, providing insights and recommendations for strategic improvements.

Education

• Bachelor's degree in information management, library science, records management, or a related field is required.
• Certifications such as Certified Records Manager (CRM), Certified Information Professional (CIP), or Electronic Records Management (ERM) certification are highly recommended.
• Proficiency in document management systems (DMS), records management, and information governance is essential.
• A master’s degree in a related field is preferred but not mandatory.

Experience

• Minimum of 7 years of experience in document management, records management, or a related field, with demonstrated expertise in managing complex document management systems and processes.
• Proven experience in implementing, managing, and optimizing document management systems (DMS) to ensure efficient storage, retrieval, and security of organizational documents.
• Strong technical background with hands-on experience in developing and enforcing document management policies, procedures, and best practices to ensure compliance with industry standards and regulatory requirements.
• Demonstrated ability to lead initiatives that improve document lifecycle management, including document creation, classification, archiving, and disposal.
• Experience with digital transformation projects, including the digitization of paper records, electronic records management, and the integration of document management systems with other enterprise systems.
• Proficiency in using document management and collaboration tools, such as SharePoint, OpenText, or Documentum, to enhance document accessibility and collaboration across teams.
• Knowledge of information governance, data protection regulations, and compliance standards such as GDPR, HIPAA, or ISO 15489, with the ability to ensure that document management practices align with these requirements.
• Strong problem-solving skills and the ability to address challenges related to document security, access control, and version control within the organization.
• Excellent communication and leadership skills, with the ability to collaborate effectively with stakeholders at all levels, including IT, legal, and compliance teams, to support document management objectives.
• Relevant certifications such as Certified Records Manager (CRM), Certified Information Professional (CIP), or Electronic Records Management (ERM) certification are preferred.

Functional Competencies

• Compliance
• Digital savvy
• Business Acumen
• Data collection and entry
• Document Management Coordination
• Data Management
• Document Management