Document Management Specialist

Working Schedule

• Document Management Specialists generally work full-time, with some overtime occasionally required.

Typical Duties

• Develop procedures for document life cycle management
• Create document classification taxonomies. Classify documents according to their characteristics
• Implement metadata management for easy document retrieval
• Customize document management system features and workflows
• Ensure document systems integrate with other organizational software
• Utilize data capture technology for document importation
• Convert physical documents to digital ones, ensuring accuracy and searchability
• Assess document management needs of departments or end users
• Train staff on effective document management, emphasizing security practices
• Ensure document management systems are secure but accessible to those who have a need and authorization to access them
• Monitor document access and permissions. Maintain confidentiality and privacy
• Implement version control measures if documents are routinely revised
• Route documents for review and comments
• Format and edit documents, if requested
• Assemble documents that need to be kept together, such as contracts with addendums or forms
• Require audit trails for sensitive documents being routed

Additional Responsibilities

• Monitor compliance with document management regulations
• Check documents in and out of storage
• Stay updated on management technologies and best practices
• Collaborate with records managers to retain, archive, and dispose of documents
• Create disaster recovery plans for the document systems
• Analyze system performance to recommend enhancements
• Coordinate document migrations during system upgrades
• Conduct audits to maintain integrity, addressing discrepancies
• Support users with electronic content access issues
• Create user manuals and training materials 

Soft Skills

• Attention to detail
• Confidentiality
• Coordination
• Critical thinking
• Customer service
• Diligence
• Independence
• Interpersonal and communication skills
• Monitoring
• Problem-solving
• Teamwork

Technical Skills

• Proficiency in document management software (e.g., SharePoint, OpenText Documentum)
• Knowledge of scanning technologies
• Experience with Content Management Systems, metadata, and classification systems
• Familiarity with version control practices
• Skills in data entry, data capture, database management, and querying
• Understanding of workflow automation and customization
• Competence in information security and data privacy practices
• Ability to perform system audits and compliance checks
• Proficiency in document editing and formatting tools (e.g., Adobe Acrobat, Microsoft Office Suite)
• Basic IT troubleshooting and technical support skills
• Depending on the organization and position, they may also need skills related to clinical documentation, HIPAA, construction documents, legal documents, Good Manufacturing Practices, etc.

• Archives and libraries
• Schools, colleges, universities, research institutions, etc.
• Engineering firms
• Financial institutions
• Government agencies
• Healthcare organizations
• Law firms and consulting firms
• Nonprofits
• Private and public companies, including retailers, pharmaceutical, and tech companies
• Publishers and news agencies

Document Management Specialists work with all departments within their organization and must collaborate on establishing and customizing workflows that suit everyone’s needs.

They don’t just handle hard-copy documents; they’re responsible for electronic documents, too. Because of this, they must master document management software and enforce data privacy and security protocols to prevent unauthorized disclosure.

This requires staying up-to-date on the latest software, scanning technologies, and digital preservation methods. They may have to troubleshoot systems, perform compliance audits, and implement disaster recovery strategies to protect organizational data. 

Cloud-based solutions are becoming dominant in document management, thanks to the remote accessibility, security, and scalability they provide. Cloud storage also supports collaborative, real-time document sharing and editing.

Artificial intelligence and machine learning are automating certain document-related tasks, like data entry, classification, and information extraction. They even help to improve security, compliance, and search functionalities.

Sustainability is increasingly important, so organizations are adopting digital systems to reduce paper use and storage needs, cutting down their environmental impact. Electronic signatures and digital receipts are reducing paper dependence, too!

Document Management Specialists tend to be organized, analytical, and efficient. In their younger days, they may have been tidy, enjoyed reading, or playing games that require critical thinking. They might have been equally comfortable by themselves as they were participating in group activities.