Responsibilities: The Document Control/Information Management Department plays a pivotal role in ensuring the efficient management, security, and accessibility of documents and information across all projects and operational levels. This department is central to the company's ability to execute projects effectively, comply with regulatory requirements, and maintain high standards of quality and efficiency.
Document Processing and Management: Process, catalogue, and store documents in physical or digital formats, ensuring they are accessible and correctly filed. Manage the lifecycle of documents, including creation, revisions, approval, distribution, and archiving, in alignment with project and company standards. Administration of Electronic document management systems (ProjectWise & SharePoint), in terms of access control.
Quality Control and Compliance : Ensure all documents adhere to company policies, project requirements, and industry regulations. Regularly review and audit documentation processes and storage for compliance and efficiency.
Coordination and Communication : Act as a liaison between project teams, departments, and external partners to ensure smooth document flow and accessibility. Coordinate the distribution of documents to relevant parties, ensuring everyone has access to the latest versions and updates.
Data Integrity and Security: Maintain the integrity and confidentiality of project documents, implementing measures to prevent unauthorised access or alterations. Ensure proper version control of documents, keeping an accurate history of revisions and approvals.
Support and Training: Support project teams in using the document management system and adhering to document control procedures. Train and guide new team members on document management protocols.
Reporting and Archiving: Prepare and maintain reports on document status, distribution, and compliance for project management review. Oversee the archiving of documents, ensuring they are securely stored for future access and in compliance with legal and company requirements.
Reporting and Analysis : Generate comprehensive reports on document status, compliance, and performance metrics for senior management. Analyse document management processes for effectiveness and efficiency, recommending and implementing improvements.
Document Processing : Receive, catalogue, and store documents in physical or digital formats, ensuring they are accessible and correctly filed according to the document control procedures.
Data Management : Maintain records of all documents and revisions, including drawings, reports, and project correspondence, ensuring the most current and accurate versions are available.
Distribution and Control : Facilitate the distribution of documents to project teams, clients, and stakeholders. Manage the process of document review and approvals, ensuring timely updates and distributions.
Compliance: Ensure all project documentation complies with company policies, industry standards, and regulatory requirements.
Collaboration: Work closely with project teams, including engineers, project managers, and other stakeholders, to ensure efficient document control support.
Reporting: Generate reports on document status, compliance, and other metrics for project managers and senior management.
Archiving: Assist in the archiving of project documents and records in accordance with legal and company requirements, ensuring they are securely stored and retrievable.
Knowledge, Skills and Experience
Understanding of key document control and information management principles, including document life cycle management, from creation to archiving.
Awareness of industry-specific standards related to document management and legal and regulatory compliance requirements affecting document handling and data protection.
Familiarity with electronic document management systems, including their operation, features, and capabilities.
Strong organisational skills to efficiently handle multiple documents and tasks, ensuring accurate document tracking, filing, and retrieval.
Effective communication skills for coordinating with project teams, engineers, managers, and possibly external stakeholders, facilitating clear and accurate document exchange.
With technology and standards evolving, being adaptable and open to learning new systems and processes is valuable.
