Top 12 Document Control Specialist Skills to Put on Your Resume

In today's fast-paced and detail-oriented industries, a Document Control Specialist stands as a crucial pillar in managing and safeguarding vital information. Crafting a resume that highlights your proficiency in document management requires pinpointing the top skills that showcase your ability to organize, secure, and monitor essential documents efficiently.

Document Control Specialist Skills

1. SharePoint
2. Documentum
3. ISO 9001
4. Aconex
5. Laserfiche
6. AutoCAD
7. Microsoft Office
8. Adobe Acrobat
9. Quality Management
10. EDMS (Electronic Document Management System)
11. Confluence
12. FileNet

1. SharePoint

SharePoint is a web-based collaboration platform that integrates with Microsoft Office, used by Document Control Specialists to store, organize, share, and access documents within an organization securely and efficiently.

Why It's Important

SharePoint is important for a Document Control Specialist because it provides a centralized, secure platform for managing, storing, and sharing documents, ensuring efficient document lifecycle management, version control, and collaboration across an organization.

How to Improve SharePoint Skills

Improving SharePoint for a Document Control Specialist involves focusing on organization, accessibility, and security of documents. Here are concise strategies:

1. Structure and Metadata: Implement a well-thought-out folder structure and use metadata for easier categorization and retrieval of documents. Create managed metadata.

2. Version Control: Enable and manage version control for critical documents to track changes and maintain history. Enable versioning.

3. Permissions and Security: Set up appropriate access permissions to ensure document security. Utilize SharePoint groups for easier management. Manage permissions.

4. Workflow Automation: Use Power Automate to streamline document approval and review processes, reducing manual errors and saving time. Automate workflows.

5. Training and Governance: Develop a governance plan and provide regular training to users on best practices for managing documents within SharePoint. Governance planning.

6. Regular Audits and Cleanups: Periodically review and clean up outdated or unnecessary documents to maintain an efficient and relevant document library. Manage site storage limits.

7. Customization and Integration: Customize SharePoint or integrate with other tools as necessary to meet specific document control needs, enhancing user experience and productivity. Customize SharePoint.

Implementing these steps will significantly improve SharePoint's effectiveness for document control, making it a more powerful tool for Document Control Specialists.

How to Display SharePoint Skills on Your Resume

2. Documentum

Documentum is a comprehensive and scalable enterprise content management (ECM) platform that enables Document Control Specialists to securely manage, store, and retrieve documents and information, ensuring regulatory compliance, enhancing collaboration, and improving document lifecycle management across an organization.

Why It's Important

Documentum is crucial for a Document Control Specialist because it offers a robust platform for managing the lifecycle of documents, ensuring secure access, version control, and compliance with regulatory standards, thereby streamlining document management processes and enhancing operational efficiency.

How to Improve Documentum Skills

Improving Documentum for a Document Control Specialist involves enhancing document management processes, ensuring data integrity, and optimizing system performance. Here are concise strategies:

1. Streamline Document Workflow: Customize workflows in Documentum to match your organization's processes, reducing manual steps and improving efficiency. Workflow Customization Guide.

2. Implement Rigorous Access Controls: Utilize Documentum’s security features to define precise access permissions, ensuring that only authorized personnel can view or modify documents. Access Control Guide.

3. Optimize Search Functionality: Leverage Documentum’s indexing features and custom metadata fields to make document retrieval faster and more accurate. Search Optimization Tips.

4. Automate Retention and Disposal: Set up retention policies and schedules in Documentum to automate the lifecycle management of documents, ensuring compliance with legal requirements. Lifecycle Management.

5. Enhance Collaboration: Integrate Documentum with collaboration tools to facilitate seamless communication and document sharing among team members. Collaboration Integration.

6. Regular Training: Conduct regular training sessions for users to ensure they are familiar with Documentum's features and best practices. Training Resources.

7. System Audit and Feedback: Regularly audit Documentum usage and performance, and gather user feedback to identify areas for improvement. Audit and Feedback.

Implementing these strategies can significantly improve the efficiency and effectiveness of Documentum for document control specialists.

How to Display Documentum Skills on Your Resume

3. ISO 9001

ISO 9001 is an international standard that specifies requirements for a quality management system (QMS). For a Document Control Specialist, it involves ensuring the proper creation, approval, distribution, access, and revision of documents to maintain quality and consistency in business processes and services.

Why It's Important

ISO 9001 is important for a Document Control Specialist because it ensures standardized, high-quality document management processes, enhancing efficiency, compliance, and traceability.

How to Improve ISO 9001 Skills

Improving ISO 9001, especially from a Document Control Specialist's perspective, involves enhancing documentation quality, accessibility, and compliance. Here are concise steps:

1. Standardize Document Processes: Establish and enforce standardized procedures for document creation, review, approval, distribution, and revisions to ensure consistency and compliance. ASQ's guide on ISO 9001 provides insights into standardizing processes.

2. Implement a Document Management System (DMS): Use a DMS to control, manage, and track document changes, access, and archival. This improves accessibility and security. ISO's advice on document management can be very helpful.

3. Conduct Regular Audits and Reviews: Regularly audit and review document control processes and documentation to ensure compliance with ISO 9001 standards and identify areas for improvement. ISO 19011:2018 gives guidelines for auditing management systems.

4. Train and Communicate: Continuously train staff on ISO 9001 requirements, document control practices, and the importance of documentation compliance. Communication should be clear and ongoing. The 9001 Academy offers resources on training and implementation.

5. Implement Continuous Improvement: Adopt a culture of continuous improvement (Kaizen) to enhance document control processes. Utilize feedback from audits, staff, and management to make incremental improvements. ISO 9001:2015 Clause 10 focuses on continuous improvement.

By focusing on these areas, a Document Control Specialist can significantly contribute to improving an organization's ISO 9001 compliance and overall quality management system efficiency.

How to Display ISO 9001 Skills on Your Resume

4. Aconex

Aconex is a cloud-based project management software primarily used for document control, allowing for the efficient organization, management, and sharing of project information among all stakeholders in construction and engineering projects.

Why It's Important

Aconex is important for a Document Control Specialist because it provides a centralized platform for managing project documents and communication, ensuring efficient, secure, and traceable information exchange across all project stakeholders.

How to Improve Aconex Skills

Improving Aconex for a Document Control Specialist involves optimizing workflow efficiency, enhancing collaboration, and ensuring data accuracy. Here are concise strategies:

1. Streamline Workflow: Utilize Aconex's workflow automation features to reduce manual entry and speed up document processing times.
2. Training and Support: Engage in Oracle's Aconex training to fully understand all features and utilize the platform more effectively.
3. Data Integrity: Implement regular audits using Aconex's reporting tools to ensure data accuracy and consistency.
4. Collaboration Enhancement: Leverage Aconex's collaboration features for real-time communication and document sharing with stakeholders.
5. Integration: Utilize Aconex's API capabilities to integrate with other software tools, enhancing efficiency and data flow.
6. Customization: Customize document templates and metadata fields to match project-specific requirements, improving document management and retrieval.

By implementing these strategies, a Document Control Specialist can significantly improve efficiency and collaboration within Aconex.

How to Display Aconex Skills on Your Resume

5. Laserfiche

Laserfiche is a document management and process automation software platform that enables Document Control Specialists to securely organize, store, and retrieve digital documents, automate workflows, and ensure compliance with regulatory standards.

Why It's Important

Laserfiche is important for a Document Control Specialist because it offers an efficient, secure platform for managing, storing, and retrieving documents, streamlining workflows, and ensuring compliance with regulatory standards.

How to Improve Laserfiche Skills

To improve your use of Laserfiche as a Document Control Specialist, focus on the following steps:

1. Utilize Training Resources: Enhance your expertise by accessing Laserfiche's Training Resources, which include webinars, tutorials, and courses tailored to different user levels.

2. Implement Workflow Automation: Streamline document control processes by setting up Workflow Automation, which helps in automating repetitive tasks, such as document routing, approvals, and archiving.

3. Leverage Laserfiche Forms: Use Laserfiche Forms to digitize and automate forms processing, improving data accuracy and reducing manual entry.

4. Customize Metadata Fields: Customize metadata fields to ensure all necessary document attributes are captured and searchable. Reference Customizing Fields for guidelines on configuring fields to meet your organization’s needs.

5. Adopt Security Best Practices: Secure sensitive documents by implementing Laserfiche’s security features, including access controls, permission settings, and audit trails to ensure compliance and protect against unauthorized access.

6. Stay Updated: Regularly update your Laserfiche software to the latest version to benefit from new features, improved security, and performance enhancements. Check Laserfiche Updates for the latest releases.

7. Engage with the Community: Join the Laserfiche Community to exchange ideas, find answers, and get inspiration from other users and experts.

By focusing on these key areas, you can significantly improve the efficiency and effectiveness of your document control processes using Laserfiche.

How to Display Laserfiche Skills on Your Resume

6. AutoCAD

AutoCAD is a computer-aided design (CAD) software used for creating precise 2D and 3D drawings and models, often utilized in engineering, architecture, and construction projects. For a Document Control Specialist, it's a tool to manage, store, and track these technical drawings and documents efficiently.

Why It's Important

AutoCAD is essential for a Document Control Specialist because it enables precise creation, management, and modification of detailed design documents and engineering drawings, ensuring accuracy and efficiency in document control processes.

How to Improve AutoCAD Skills

Improving AutoCAD for a Document Control Specialist involves enhancing efficiency in managing drawings, ensuring data accuracy, and streamlining collaboration. Here are concise strategies:

1. Use Data Extraction Tools: Utilize AutoCAD's data extraction tools to efficiently gather drawing data for documentation and reports, minimizing manual entry errors. Learn more about data extraction in AutoCAD.

2. Implement Block Libraries: Create and maintain standardized block libraries for common elements across projects to ensure consistency and save time. AutoCAD Block Libraries guide.

3. Automate Repetitive Tasks: Use AutoCAD's scripting and automation features to automate repetitive tasks such as updating drawing attributes or batch processing drawings. AutoCAD scripting guide.

4. Utilize Sheet Sets: Manage entire sets of drawings within AutoCAD using Sheet Sets, which can streamline the organization and publishing of drawings. Sheet Set Manager overview.

5. Collaboration Tools: Leverage AutoCAD’s collaboration tools like shared views or integration with cloud platforms to ensure real-time sharing and reviewing of CAD drawings with stakeholders. AutoCAD collaboration features.

6. Training and Support: Regularly update skills and knowledge through AutoCAD’s official training resources and support forums to stay abreast of new features and best practices. AutoCAD learning and support.

By focusing on these areas, a Document Control Specialist can significantly enhance the efficiency and accuracy of managing AutoCAD drawings and documentation.

How to Display AutoCAD Skills on Your Resume

7. Microsoft Office

Microsoft Office is a suite of productivity software, including Word, Excel, and PowerPoint, essential for creating, managing, and editing documents, spreadsheets, and presentations in a Document Control Specialist role.

Why It's Important

Microsoft Office is essential for a Document Control Specialist as it provides a comprehensive suite of tools (Word, Excel, PowerPoint, Outlook) for creating, managing, and distributing documents efficiently, ensuring accuracy, consistency, and compliance with organizational and industry standards.

How to Improve Microsoft Office Skills

Improving Microsoft Office for a Document Control Specialist involves enhancing efficiency, security, and collaboration. Here are concise strategies:

1. Leverage Templates and Styles: Utilize Office templates for consistent document formatting, saving time and ensuring standards are maintained.

2. Master Advanced Features: Enhance productivity by mastering features like Track Changes, Comments, and Version History for effective document review and control. Explore Microsoft's training for in-depth knowledge.

3. Incorporate Add-ins: Use Office Add-ins like DocuSign for electronic signatures, and M-Files for document management to streamline workflows.

4. Implement SharePoint: Utilize SharePoint for document storage, organization, and collaboration, offering powerful control over document access and versioning.

5. Utilize OneDrive: Leverage OneDrive for secure cloud storage and easy sharing of documents with external and internal stakeholders, ensuring controlled and traceable access.

6. Automate with Power Automate: Integrate Power Automate to automate repetitive tasks, such as document approval flows and notification systems, enhancing efficiency and reducing manual errors.

7. Focus on Security: Ensure documents are protected by familiarizing with and utilizing Office’s security features like password protection, encryption, and rights management. Security in Office 365 is vital for safeguarding sensitive information.

By adopting these strategies, a Document Control Specialist can significantly improve their efficiency and effectiveness in managing documents within the Microsoft Office suite.

How to Display Microsoft Office Skills on Your Resume

8. Adobe Acrobat

Adobe Acrobat is a software application used for creating, editing, managing, and securing PDF documents, essential for a Document Control Specialist in maintaining the integrity and accessibility of official documents.

Why It's Important

Adobe Acrobat is crucial for a Document Control Specialist as it provides comprehensive tools for creating, editing, securing, and managing PDF documents, ensuring accuracy and integrity in document control processes.

How to Improve Adobe Acrobat Skills

Improving Adobe Acrobat for a Document Control Specialist involves enhancing efficiency, security, and collaboration. Focus on:

1. Template Creation and Management: Utilize Acrobat's tools to create standardized templates for common document types. This ensures consistency across documents and saves time. Adobe's guide on creating PDF templates can help get you started.

2. Automate Repetitive Tasks: Use Action Wizard in Acrobat to automate repetitive tasks such as stamping, watermarking, or securing documents. This boosts productivity. Learn how to create actions.

3. Enhance Document Security: Implement password protection, redaction, and certificate-based signatures to protect sensitive information. Acrobat's security features are crucial for document control. Acrobat's security settings provide a good starting point.

4. Streamline Review and Approval Processes: Leverage Acrobat's commenting and markup tools for efficient document review. Also, use the shared review feature to gather feedback from multiple stakeholders simultaneously. Managing comments can simplify the revision process.

5. Integrate with Cloud Storage: Connect Acrobat with cloud storage solutions like Dropbox or Google Drive for easy access and sharing of documents. This facilitates collaboration with external partners. Acrobat's cloud storage integration offers flexibility.

6. Optimize PDFs for Accessibility: Ensure your documents are accessible to everyone, including those with disabilities, by using Acrobat's Accessibility Checker. This is not only good practice but often a legal requirement. Creating accessible PDFs is an essential skill.

7. Continuous Learning and Updates: Stay updated with the latest Acrobat features and best practices through Adobe's tutorials and webinars. Continuous learning is key to leveraging Acrobat's full potential. Adobe's tutorials can keep you informed.

Implementing these strategies will enhance the efficiency and effectiveness of document control processes, ensuring secure and streamlined document management.

How to Display Adobe Acrobat Skills on Your Resume

9. Quality Management

Quality Management in the context of a Document Control Specialist involves ensuring that all documents and records related to an organization's processes, procedures, and systems meet established quality standards and are accurately maintained, controlled, and updated throughout their lifecycle. This helps in achieving consistency, compliance, and continuous improvement in organizational operations.

Why It's Important

Quality management is crucial for a Document Control Specialist as it ensures the accuracy, consistency, and reliability of documents, facilitating compliance, minimizing errors, and improving operational efficiency, thereby maintaining the integrity of processes and enhancing customer satisfaction.

How to Improve Quality Management Skills

Improving Quality Management, especially from a Document Control Specialist perspective, involves focusing on accuracy, accessibility, and compliance of document handling processes. Here are brief, actionable steps:

1. Standardize Processes: Ensure all document control procedures are standardized, documented, and accessible. ISO 9001:2015 can provide a framework for quality management systems.

2. Implement an Electronic Document Management System (EDMS): Use an EDMS for better control, tracking, and access to documents. M-Files and DocuWare are examples.

3. Regular Training: Conduct regular training sessions for staff on document management policies and tools. ASQ Training offers courses on quality management and control.

4. Audit and Feedback: Regularly audit document management processes and use feedback for continuous improvement. Tools like iAuditor can assist in conducting audits.

5. Collaboration and Communication: Facilitate open communication and collaboration between departments to ensure document requirements are clear and met. Slack can enhance team communication.

6. Data Security and Compliance: Ensure all document control practices comply with relevant laws and regulations. GDPR and HIPAA are key regulations to consider for data protection.

7. Continuous Improvement: Adopt a Kaizen or continuous improvement approach to document control. Kaizen Institute offers insights and training on continuous improvement strategies.

By focusing on these areas, a Document Control Specialist can significantly improve the quality management of document processes within an organization.

How to Display Quality Management Skills on Your Resume

10. EDMS (Electronic Document Management System)

An Electronic Document Management System (EDMS) is a software platform used by Document Control Specialists to store, manage, and track electronic documents and images of paper-based information captured through scanning, facilitating efficient document retrieval, secure access, version control, and collaboration across an organization.

Why It's Important

An EDMS is crucial for a Document Control Specialist as it streamlines document storage, retrieval, and management, ensuring efficient, secure, and compliant handling of documents throughout their lifecycle.

How to Improve EDMS (Electronic Document Management System) Skills

Improving an Electronic Document Management System (EDMS) involves enhancing its efficiency, accessibility, security, and user-friendliness. As a Document Control Specialist, consider the following strategies:

1. Audit and Streamline Processes: Regularly review and refine document management workflows to eliminate redundancies and ensure they align with current business needs. AIIM offers best practices.

2. Enhance Security Measures: Implement robust access controls and encryption to protect sensitive information. Regularly update these measures in line with ISO 27001 standards.

3. Improve Document Indexing: Utilize metadata, tagging, and categorization for efficient document retrieval. ARMA International provides guidelines on indexing for better records management.

4. Adopt Automation and AI: Leverage automation tools for routine tasks and AI for intelligent document categorization and analytics. Gartner often discusses emerging technologies in document management.

5. Ensure Compliance: Regularly update your EDMS to comply with legal and industry-specific regulations, helping avoid fines and legal issues. The Document Control Academy offers resources on compliance and best practices.

6. User Training and Support: Provide ongoing training and support to users, ensuring they can effectively use the EDMS. This increases adoption rates and system efficiency.

7. Feedback Loop: Implement a feedback system for users to suggest improvements, which can help in refining the EDMS over time. ASQ (American Society for Quality) offers tools for collecting and analyzing feedback.

8. Regular System Updates: Keep the EDMS software up to date with the latest features and security patches. This ensures the system remains efficient and secure against emerging threats.

By focusing on these areas, a Document Control Specialist can significantly enhance the functionality and user experience of an EDMS.

How to Display EDMS (Electronic Document Management System) Skills on Your Resume

11. Confluence

Confluence is a collaborative workspace and document management platform that allows teams to create, organize, and share documentation and project information in a centralized online space, facilitating efficient document control and team collaboration.

Why It's Important

Confluence is important for a Document Control Specialist because it facilitates centralized, organized, and collaborative documentation management, ensuring version control, easy access, and effective communication within teams.

How to Improve Confluence Skills

Improving Confluence for a Document Control Specialist involves streamlining document management, enhancing collaboration, and ensuring compliance. Here are concise strategies:

1. Template Creation: Develop standardized templates for documents to ensure consistency. Confluence Templates Guide.

2. Version Control: Utilize Confluence's version control features to track document changes over time. Versioning Info.

3. Access Control: Set up permissions for viewing, editing, and sharing documents to maintain confidentiality and integrity. Permissions Management.

4. Integration: Integrate Confluence with other tools like Jira for project management or Trello for task tracking to centralize documentation and workflow. Confluence Integrations.

5. Search Optimization: Organize content in a structured manner and use labels effectively to improve document findability. Enhancing Search.

6. Review and Approval Workflows: Implement review and approval workflows within Confluence to maintain document quality and compliance. Workflow Guide.

7. Regular Audits: Conduct regular audits of the Confluence space to remove outdated content and ensure that all documents are current and relevant. Audit Tips.

8. Training and Support: Provide ongoing training and support for users to maximize their efficiency and effectiveness in using Confluence. Training Resources.

Implementing these strategies can significantly enhance the functionality and efficiency of Confluence for document control purposes.

How to Display Confluence Skills on Your Resume

12. FileNet

FileNet is an enterprise content management (ECM) solution that allows businesses to manage, store, and secure documents and content. As a Document Control Specialist, you would use FileNet to streamline document management processes, ensuring efficient access, collaboration, and compliance with regulatory requirements.

Why It's Important

FileNet is important for a Document Control Specialist because it provides a robust and secure platform to manage, store, and retrieve documents efficiently, ensuring streamlined workflows, compliance with regulations, and enhanced collaboration within an organization.

How to Improve FileNet Skills

Improving FileNet for a Document Control Specialist involves enhancing document management, workflow efficiency, and system integration. Here are concise strategies:

1. Optimize Indexing: Ensure documents are indexed with comprehensive metadata to improve retrieval times. IBM's guidance on metadata and properties configuration can provide specific strategies.

2. Automate Workflows: Implement or refine automation within FileNet to streamline document approval and distribution processes. Check IBM's workflow automation for setup instructions.

3. Enhance Security: Regularly review and update access controls and permissions to safeguard sensitive information. IBM's security best practices offer a starting point.

4. Regular Training: Provide ongoing training for users to ensure they are making the most efficient use of FileNet's features. IBM offers FileNet training courses that can be tailored to your organization's needs.

5. System Integration: Integrate FileNet with other enterprise applications (e.g., ERP, CRM) to centralize document access and improve operational efficiency. IBM's integration guide provides methodologies for system integration.

6. Regular Audits and Updates: Conduct regular system audits to identify and rectify inefficiencies or bottlenecks. Stay updated with the latest FileNet versions and patches from IBM Support to leverage new features and security improvements.

By focusing on these areas, a Document Control Specialist can significantly enhance the efficiency and effectiveness of FileNet within their organization.

How to Display FileNet Skills on Your Resume