What are the duties of a senior document controller?

What is the real task or works of document controller?

• its my 1st time to work abroad, i applied in Jeddah but i didnt put what position that i want , but they hired me as a document controller. now im working here for 8 months now but i still have no idea what is the task or responsibility of being a document controller, every day i store all the files that were sent and received from the other day, sometime i make letter and sometime they ask me to check there grammar and there spelling, im not good in english but they still buy it :). i also update all there mails, out going files and special or important files, so with the above mention am i now working as a DOCUMENT CONTROLLER? sorry for my bad english :)

• Answer:

  A Document Controller job demands maintaining a master document register of the latest drawings on a project and ensure that all recipients are transmitted the drawings they require as soon as new revisions of drawings are received. A Document Controller can use Document control software applications like QDMS and TeamBinder to create an electronic register of documents and maintain a history of drawing revisions and transmittals sent to architects, builders, contractors and sub-contractors. This process also helps in maintaining controlled documents which is fundamental responsibility of document controller's position. Typical document controller jobs involve: Registering of internal and external documents. Maintain document control registers / documents for incoming and outgoing project documents. Ensure that the latest revision and approval status of drawings is kept updated continuously. Maintain stick files in an orderly manner. Production of status reports for weekly / monthly meetings Ensure all hard and electronic copy distribution of controlled documents to focal point. Maintain documents for transmittal process for project documents. Expedite and maintain acknowledgements to transmittals Expedite responses to transmittals sent for review/comment. Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel. Follow procedures and update document control procedures when necessary Manage the electronic and hard copy filing of project related technical documentation. Scanning, creation of CD’s and file manipulation. Assure document quality to include completeness, accuracy and compliance with established procedures and updates. Filing and archiving of documentation to facilitate easy retrieval at a later date. Auditing Sending of Drawing Transmittals and Submittals. Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted. Manage the document/drawing review process, Internal and External. Archiving data for historical purposes. Maintaining efficient document control is essential to companies seeking ISO certification for Quality assurance purposes.