Top 12 Document Controller Skills to Put on Your Resume

In the highly organized and detail-oriented field of document control, showcasing the right set of skills on your resume can significantly enhance your job prospects. This article outlines the top 12 skills that document controllers should highlight to demonstrate their proficiency and stand out in the competitive job market.

Document Controller Skills

1. SharePoint
2. Documentum
3. Aconex
4. ISO 9001
5. AutoCAD
6. Microsoft Office
7. Adobe Acrobat
8. Oracle Primavera
9. SAP Document Management
10. Laserfiche
11. Quality Management
12. Information Governance

1. SharePoint

SharePoint is a web-based collaboration platform that allows for the storage, organization, sharing, and access of information, including documents, from any device. For a Document Controller, it serves as an efficient tool for managing, controlling, and tracking documents throughout their lifecycle, ensuring compliance and facilitating teamwork.

Why It's Important

SharePoint is crucial for a Document Controller because it provides a centralized, secure platform for managing, storing, and collaborating on documents, ensuring version control, access control, and seamless integration with other Microsoft tools.

How to Improve SharePoint Skills

To improve SharePoint for a Document Controller, focus on:

1. Structure and Organization: Implement a clear and logical folder structure. Use metadata tagging for better searchability and categorization of documents. (SharePoint Metadata)

2. Permissions Management: Regularly review and adjust permissions to ensure security and appropriate access levels. (SharePoint Permissions)

3. Version Control: Utilize SharePoint's version control features to track document history and changes, facilitating audit trails. (SharePoint Versioning)

4. Workflow Automation: Leverage SharePoint's workflow capabilities to automate document review and approval processes. (SharePoint Workflows)

5. Training and Support: Provide regular training sessions and resources for users to effectively utilize SharePoint. Create a support system for addressing issues and questions. (SharePoint Training)

Implementing these strategies can significantly enhance the efficiency and security of document management within SharePoint for a Document Controller.

How to Display SharePoint Skills on Your Resume

2. Documentum

Documentum is a comprehensive enterprise content management platform that allows document controllers to store, manage, and track documents and information securely and efficiently across an organization.

Why It's Important

Documentum is important for a Document Controller because it provides a robust and secure platform for managing, storing, and retrieving all types of documents and content across an organization, ensuring compliance, facilitating collaboration, and improving efficiency in document control processes.

How to Improve Documentum Skills

Improving Documentum for a Document Controller involves optimizing organization, access, and workflow efficiency. Here's a concise guide:

1. Optimize Metadata: Ensure all documents have comprehensive and accurate metadata to improve searchability and categorization. Learn more about metadata management.

2. Implement Workflows: Use Documentum's workflow capabilities to automate document review and approval processes, enhancing efficiency. Explore workflow solutions.

3. Training and User Adoption: Invest in training programs to enhance user understanding and adoption of Documentum. Check out training options.

4. Regular Audits and Cleanups: Conduct periodic audits to identify and rectify any inconsistencies or outdated information in the document management system. Understand auditing features.

5. Security and Access Control: Regularly review and adjust permissions and security settings to ensure sensitive information is properly protected. Review security best practices.

6. Integration with Other Tools: Integrate Documentum with other enterprise tools (like ERP systems) for seamless information flow. Learn about integration capabilities.

7. Leverage D2 Configurations: Utilize Documentum D2 for configurable, user-friendly interfaces that cater to specific organizational needs. Dive into D2 configurations.

8. Feedback Loop: Establish a feedback mechanism with users to continuously identify areas for improvement and adapt the system accordingly.

By focusing on these areas, a Document Controller can significantly enhance the efficiency and usability of Documentum.

How to Display Documentum Skills on Your Resume

3. Aconex

Aconex is a cloud-based project management software specifically designed for the construction and engineering industries, offering tools for document control, workflow automation, and collaboration among project teams.

Why It's Important

Aconex is important for a Document Controller because it provides a centralized platform for managing project documents and communications, ensuring efficient, accurate, and secure handling of information across all stages of a project.

How to Improve Aconex Skills

Improving Aconex for a Document Controller involves enhancing document management, collaboration, and workflow automation. Here are key strategies:

1. Streamline Document Management: Utilize Aconex's document control features to organize, tag, and manage documents efficiently. Implement naming conventions and standardized templates for consistency.

2. Enhance Collaboration: Foster better collaboration by making full use of Aconex’s project-wide collaboration tools. Encourage stakeholders to communicate and share documents within Aconex to minimize delays.

3. Automate Workflows: Leverage Aconex’s workflow automation capabilities to streamline review and approval cycles. Customize workflows to suit project needs, reducing manual effort and speeding up processes.

4. Training and Support: Ensure all users, especially new ones, have access to Aconex training and support resources to maximize their efficiency using the platform. Continuous learning helps in adapting to updated features and best practices.

5. Data Analytics and Reporting: Utilize Aconex’s reporting and analytics tools to gain insights into project performance and document workflows. Regular reports can help in identifying bottlenecks and areas for improvement.

6. Security and Compliance: Adhere to best practices for data security and compliance within Aconex to protect sensitive information and ensure that document management meets industry standards.

Implementing these strategies can significantly improve the efficiency and effectiveness of document control within Aconex, leading to smoother project execution and better outcomes.

How to Display Aconex Skills on Your Resume

4. ISO 9001

ISO 9001 is an international standard that specifies requirements for a quality management system (QMS). For a Document Controller, it involves ensuring the control, management, and maintenance of documents and records to meet the standard's requirements for quality and consistency in business operations.

Why It's Important

ISO 9001 is important for a Document Controller as it ensures standardized, high-quality document management practices, enhancing efficiency, consistency, and compliance across organizational processes.

How to Improve ISO 9001 Skills

Improving ISO 9001, particularly from the perspective of a Document Controller, involves enhancing document management processes to ensure compliance, efficiency, and continuous improvement. Here are concise steps:

1. Understand ISO 9001 Requirements: Familiarize yourself with ISO 9001 standards related to documentation to ensure all processes meet these requirements. The ISO 9001:2015 standard is a good starting point.

2. Conduct a Gap Analysis: Evaluate current documentation processes against ISO 9001 requirements to identify areas for improvement.

3. Implement a Document Management System (DMS): Use a DMS that complies with ISO 9001 standards to control, manage, and improve document processes. Consider features like version control, access control, and audit trails. M-Files and Document Control are examples of systems designed for ISO compliance.

4. Standardize Document Processes: Develop and implement standardized procedures for document creation, review, approval, distribution, and revision. Ensure these processes are documented and accessible.

5. Train and Communicate: Train staff on the importance of ISO 9001 compliance and the role of effective document control. Communication should be ongoing to reinforce the importance of following the established procedures.

6. Regular Audits and Reviews: Conduct regular audits of the document control process to ensure compliance with ISO 9001 standards and identify areas for improvement. Use the findings to make necessary adjustments.

7. Continuous Improvement: Adopt a culture of continuous improvement (Kaizen) by regularly reviewing and updating documentation processes in response to internal audits, changes in ISO 9001 standards, and organizational changes.

For a deeper understanding of these steps and more about ISO 9001:2015, visit the International Organization for Standardization. Remember, the goal is not just compliance but also improving operational efficiency and effectiveness through better document control.

How to Display ISO 9001 Skills on Your Resume

5. AutoCAD

AutoCAD is a computer-aided design (CAD) software used for creating precise 2D and 3D drawings and models, widely utilized in engineering, architecture, and construction for drafting and designing blueprints and plans. For a Document Controller, it is a tool for managing, storing, and tracking the revisions of these technical drawings and documents.

Why It's Important

AutoCAD is essential for a Document Controller because it enables the precise creation, management, and modification of digital drawings and plans, ensuring accuracy and consistency in documentation critical for engineering, construction, and manufacturing projects.

How to Improve AutoCAD Skills

To improve AutoCAD performance and efficiency, especially for a Document Controller, consider the following short and concise tips:

1. Optimize Hardware: Ensure your system meets or exceeds AutoCAD's system requirements for optimal performance.

2. Clean Up Drawings: Utilize the PURGE and AUDIT commands regularly to remove unnecessary elements and errors from your drawings, streamlining file size and performance.

3. Use Data Links: For managing external data, utilize Data Links to efficiently insert and synchronize external spreadsheet data within your drawings.

4. Leverage Layer Filters: Create and use layer filters to efficiently manage and navigate through layers in complex drawings, improving the speed of data retrieval and modification.

5. Implement Sheet Sets: Use Sheet Sets to organize drawings, layouts, and views, enhancing document management and accessibility.

6. Utilize Autolisp for Automation: Explore AutoLISP programming to automate repetitive tasks, thereby saving time and reducing manual errors.

7. Stay Updated: Regularly update your AutoCAD software to the latest version to take advantage of performance improvements, new features, and bug fixes.

8. Effective File Management: Implement a structured file naming and storage protocol to ensure easy access and version control of documents.

By focusing on these areas, Document Controllers can significantly enhance their workflow in AutoCAD, leading to greater productivity and accuracy in document management.

How to Display AutoCAD Skills on Your Resume

6. Microsoft Office

Microsoft Office is a suite of productivity applications, including Word, Excel, PowerPoint, and Outlook, used for document creation, data management, presentation design, and email communication, essential tools for a Document Controller's tasks of managing and controlling documents in an organization.

Why It's Important

Microsoft Office is crucial for a Document Controller as it provides essential tools (like Word, Excel, and SharePoint) for creating, editing, managing, and sharing documents efficiently, ensuring accuracy and consistency in document control processes.

How to Improve Microsoft Office Skills

To improve Microsoft Office for a Document Controller, focus on enhancing organization, accessibility, and collaboration:

1. Utilize SharePoint for centralized document management, enabling better control, versioning, and sharing of documents across teams. SharePoint Overview.

2. Implement OneDrive for personal document storage with easy access and sharing capabilities, ensuring secure and remote access to files. OneDrive Features.

3. Leverage Office 365 Groups for improved collaboration, allowing document controllers to easily manage documents and communicate with team members. Office 365 Groups.

4. Customize Document Properties and Metadata in Word, Excel, and PowerPoint to improve searchability and organization of documents. Customize Metadata.

5. Adopt Power Automate for automating repetitive tasks such as document approval workflows, notifications, and document classification, saving time and reducing manual errors. Power Automate.

6. Enhance Security by utilizing Microsoft’s advanced security features for document access control, including sensitivity labels and secure links. Office 365 Security.

By focusing on these areas, a Document Controller can significantly improve the efficiency and effectiveness of Microsoft Office within their organization.

How to Display Microsoft Office Skills on Your Resume

7. Adobe Acrobat

Adobe Acrobat is a software application used for creating, editing, managing, and viewing PDF documents, essential for a Document Controller for efficient documentation management and secure file sharing.

Why It's Important

Adobe Acrobat is crucial for a Document Controller as it provides comprehensive tools for creating, editing, securing, and sharing PDF documents, ensuring accuracy, consistency, and accessibility in document management workflows.

How to Improve Adobe Acrobat Skills

To enhance Adobe Acrobat for Document Controllers, focus on customization, integration, and efficiency:

1. Customize Toolbars: Tailor the toolbar to include frequently used tools for quicker access. Adobe Support Guide.

2. Utilize Actions: Automate repetitive tasks (like OCR, watermarking) by creating Actions. Adobe Tutorial on Actions.

3. Optimize PDFs for Web: Reduce file size without sacrificing quality for faster loading in web browsers. Optimization Guide.

4. Implement Bates Numbering: For legal documents, use Bates Numbering for easy identification and retrieval. Bates Numbering Basics.

5. Enable Commenting for Reader Users: Make sure to enable commenting features for users with only Adobe Reader to enhance collaboration. Enable Commenting.

6. Integrate with Cloud Services: Connect Adobe Acrobat with cloud storage services (like Dropbox, OneDrive) for seamless access and backup. Cloud Integration.

7. Use Redaction Tools: Properly redact sensitive information to ensure confidentiality. Redaction Guide.

8. Leverage OCR Feature: Convert scanned documents into editable, searchable PDFs using OCR technology. OCR Explained.

By implementing these strategies, Document Controllers can significantly improve their workflow and document management efficiency with Adobe Acrobat.

How to Display Adobe Acrobat Skills on Your Resume

8. Oracle Primavera

Oracle Primavera is a comprehensive project management software suite designed for planning, scheduling, and managing large-scale projects and programs, offering document management capabilities to help Document Controllers efficiently organize, control, and retrieve project documents.

Why It's Important

Oracle Primavera is important for a Document Controller because it provides a comprehensive project management platform that facilitates efficient organization, tracking, and management of project documents, ensuring accurate and timely communication across project teams.

How to Improve Oracle Primavera Skills

Improving Oracle Primavera for a Document Controller involves optimizing data management, enhancing collaboration, and leveraging advanced features for better control over documents. Here's a short guide:

1. Utilize the Document Management Features: Fully explore and use Primavera's document management capabilities to organize, track, and manage document revisions and approvals efficiently. Primavera Unifier offers robust document management solutions.

2. Automate Workflows: Set up automatic workflows for document review and approval processes to reduce manual work and improve efficiency. This can significantly streamline project communication and document handling. Oracle's workflow automation guide provides insights into setting up automated workflows.

3. Enhance Collaboration: Leverage Primavera's collaboration tools to ensure that all project stakeholders have real-time access to the necessary documents. This minimizes delays and errors. Check out Oracle's collaboration features for more information.

4. Integrate with Other Systems: If you're using other software tools for document control or project management, consider integrating them with Primavera to ensure smooth data flow and accessibility. Oracle offers integration solutions, which can be explored here.

5. Training and Support: Make sure the team, especially Document Controllers, are well-trained on Primavera's features and best practices. Oracle offers training and certification programs which you can find at the Oracle University.

6. Regularly Update the System: Stay updated with the latest Primavera versions and patches to take advantage of new features and improvements. Oracle's support page provides information on updates and how to implement them.

By focusing on these areas, a Document Controller can significantly improve the efficiency and functionality of Oracle Primavera in managing project documents.

How to Display Oracle Primavera Skills on Your Resume

9. SAP Document Management

SAP Document Management System (DMS) is a tool within the SAP ecosystem that enables users, including Document Controllers, to store, manage, and retrieve documents and drawings efficiently, ensuring version control, secure access, and integration with other SAP modules for streamlined business processes.

Why It's Important

SAP Document Management is important because it offers a centralized platform for storing, managing, and tracking documents and records, ensuring secure, efficient, and compliant handling of documents across the organization, which is crucial for a Document Controller to maintain order, accessibility, and integrity of company documents.

How to Improve SAP Document Management Skills

Improving SAP Document Management as a Document Controller involves streamlining processes, enhancing system integration, and ensuring data accuracy. Below are concise strategies:

1. Optimize Document Structuring: Organize documents in a clear hierarchy. Use SAP Document Management System (DMS) to structure data efficiently, facilitating easier access and management.

2. Implement Workflow Automation: Automate repetitive tasks and approval processes to save time and reduce errors. SAP offers tools for automating workflows which can significantly enhance efficiency.

3. Integrate with Other Systems: Ensure seamless data flow between SAP and other applications to maintain consistency and accuracy. Explore SAP’s Integration Suite for options.

4. Regular Training and Support: Conduct regular training sessions for users and provide ongoing support to ensure they are proficient in using the system. SAP’s Learning Hub offers resources and courses for continuous learning.

5. Data Security and Compliance: Implement robust data security measures and ensure compliance with relevant regulations. SAP provides guidance on security best practices and regulatory compliance.

6. Continuous Improvement: Regularly review and update document management processes to adapt to changing business needs. Engage with the SAP community through forums like SAP Community for insights and improvements.

By focusing on these areas, Document Controllers can enhance the efficiency and reliability of SAP Document Management, supporting better decision-making and compliance throughout the organization.

How to Display SAP Document Management Skills on Your Resume

10. Laserfiche

Laserfiche is a document management software that enables the organization, storage, retrieval, and management of digital documents for efficient and secure access and collaboration, tailored for roles including Document Controllers.

Why It's Important

Laserfiche is important for Document Controllers because it streamlines document management, automates workflows, ensures compliance, and enhances accessibility and security of documents, significantly improving efficiency and organization in handling vast amounts of information.

How to Improve Laserfiche Skills

To improve Laserfiche for a Document Controller, consider the following concise strategies:

1. Automate Workflows: Utilize Laserfiche's Workflow to automate repetitive tasks such as document routing, approvals, and archiving. Laserfiche Workflow Guide.

2. Implement Document Templates: Create and use document templates for consistent metadata and organization. This ensures easier retrieval and categorization. Template Creation.

3. Optimize Search Functionality: Leverage Laserfiche's advanced search features to quickly find documents using metadata, full-text search, or tags. Search Optimization.

4. Enhance Security: Apply Laserfiche’s security features to protect sensitive information through access controls and permission settings. Security Management.

5. Regular Training: Engage in regular training and webinars offered by Laserfiche to stay updated on new features and best practices. Laserfiche Training.

6. Utilize Laserfiche Mobile: Increase accessibility and efficiency by using Laserfiche Mobile to capture, upload, and manage documents from anywhere. Laserfiche Mobile.

By implementing these strategies, a Document Controller can significantly improve efficiency, security, and accessibility in managing documents with Laserfiche.

How to Display Laserfiche Skills on Your Resume

11. Quality Management

Quality Management, in the context of a Document Controller, involves the systematic process of ensuring that all documents are accurate, up-to-date, and properly managed throughout their lifecycle to meet the organization's quality standards and regulatory requirements.

Why It's Important

Quality Management is crucial for a Document Controller as it ensures accuracy, consistency, and reliability in document handling, which are key to meeting regulatory requirements, enhancing operational efficiency, and supporting decision-making processes across an organization.

How to Improve Quality Management Skills

Improving Quality Management, especially from a Document Controller perspective, involves a few key actions:

1. Standardize Processes: Implement and adhere to standardized document management processes for consistency and efficiency. ISO 9001:2015 provides a framework for quality management systems that can guide these practices.

2. Controlled Document Access: Ensure documents are accessible only to those who need them, protecting sensitive information and reducing errors. Tools like Microsoft SharePoint offer robust permissions settings.

3. Regular Reviews and Audits: Schedule periodic reviews of documents and processes to ensure compliance with the latest standards and regulations. ASQ’s Auditing Handbook provides insights into effective auditing techniques.

4. Feedback Loop: Create a feedback loop with stakeholders for continuous improvement. This can involve using survey tools like SurveyMonkey to gather insights.

5. Training and Development: Regularly update training programs to keep staff informed about the latest document management practices and technologies. LinkedIn Learning offers courses on document control and quality management.

6. Leverage Technology: Utilize document management software (DMS) for better organization, tracking, and version control of documents. M-Files is an example of a DMS that emphasizes quality management.

These steps, when implemented effectively, can significantly enhance the quality management process within an organization from the perspective of a Document Controller.

How to Display Quality Management Skills on Your Resume

12. Information Governance

Information Governance is the framework for managing and controlling documents and data throughout their lifecycle, ensuring compliance, security, usability, and integrity. For a Document Controller, it involves the systematic organization, storage, and protection of documents to support legal, regulatory, and operational requirements.

Why It's Important

Information Governance is crucial for a Document Controller because it ensures the proper handling, security, and compliance of documents throughout their lifecycle, enhancing data quality, minimizing risks, and supporting efficient and effective document management processes.

How to Improve Information Governance Skills

To improve Information Governance as a Document Controller, focus on the following key steps:

1. Develop Clear Policies: Establish comprehensive policies that cover document creation, storage, access, and disposal. ARMA International offers resources for developing governance policies.

2. Implement Classification Schemes: Use a systematic approach to classify documents, ensuring easy access and compliance. The AIIM website provides insights on effective classification schemes.

3. Adopt a Document Management System (DMS): Utilize a DMS to control, manage, and track documents efficiently. Gartner offers analysis on leading DMS technologies.

4. Ensure Compliance and Security: Regularly audit documents for compliance with legal and business requirements, and implement strong security measures. ISO standards can guide you in setting up security protocols.

5. Train and Educate Staff: Conduct regular training sessions for staff on information governance principles and the importance of compliance. The Document Control Institute provides training and resources.

6. Continuous Improvement: Regularly review and update your information governance strategy to adapt to new challenges. PMI offers resources on project management and continuous improvement techniques.

By following these steps, you can enhance the efficiency, compliance, and security of your document control processes.

How to Display Information Governance Skills on Your Resume