Documentation Control Officer at Revent Technologies Limited

Job Summary:

• The Documentation Control Officer is responsible for managing and maintaining the documentation system of an organization. This role involves establishing and enforcing document control processes, ensuring the accuracy and integrity of documents, and facilitating efficient document retrieval and distribution.

Responsibilities:

• Develop and implement document control procedures and policies in accordance with organizational requirements.
• Establish document control processes to ensure the creation, review, approval, distribution, and archiving of documents.
• Monitor document control activities, ensuring compliance with applicable standards and regulations.
• Oversee the maintenance and organization of physical and electronic document repositories.
• Track, transmit, and accurately file electronic engineering documents, drawings, and correspondence.
• Coordinate with relevant departments to facilitate the creation, revision, and review of documents.
• Ensure that document templates and formats adhere to organizational standards.
• Collaborate with subject matter experts to gather and verify content accuracy and completeness.
• Facilitate the approval process, tracking document versions, and maintaining revision history.
• Manage the distribution of controlled documents to authorized personnel.
• Monitor document access and permissions, ensuring appropriate levels of security and confidentiality.
• Implement and maintain document retrieval systems to facilitate efficient access and retrieval of information.
• Maintaining the security of confidential documents.
• Provide training and guidance to employees on document control processes and systems.
• Coordinate document change requests, ensuring adherence to change control procedures.
• Facilitate the review and approval process for document changes, involving relevant stakeholders.
• Maintain accurate records of document revisions and regularly update document metadata.
• Communicate approved changes to relevant departments and ensure proper implementation.
• Assist in the development and implementation of corrective actions in response to audit findings.
• Identify opportunities for process improvement and automation within the document control function.
• Recommend and implement enhancements to streamline document management processes.

Requirements:

• A bachelor's degree in business administration, library management, record management, relevant field, or equivalent work experience.
• A minimum of 10 years experience in document management, archive management, or records management.
• Knowledge of document management systems like Sharepoint, OnlyOffice, DocuWare Cloud, Rubex.
• Proficiency in document capturing systems like CAPSYS Capture and Xerox DocuShare.
• An excellent grasp of Microsoft Office programs.
• Proven experience in document control, records management, or a related role.
• Strong knowledge of document control principles, processes, and best practices.
• Familiarity with relevant regulations, standards, and compliance requirements (e.g., ISO, FDA, GDPR).
• Ability to work independently and collaborate with cross-functional teams.
• Analytical mindset with problem-solving abilities and a high level of integrity and confidentiality.
• Experience in process improvement methodologies is a plus.