Manage and oversee documents for a particular project or for an entire organization.
Should ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.
Responsibilities:
- Manage the intake, handling, and storage of documentation.
- Develop and implement processes for document control.
- Ensure all documentation meets formal requirements and required standards.
- Review and update documents as necessary.
- Track and manage versions of documents.
- Retrieve files as needed by company staff.
- Securely backup and store documents.
- Ensure all documentation is discoverable and accessible.
- Ensure proper organization and categorization of documents.
- Coordinate with project teams to ensure all documents are accounted for and in the appropriate location.
- Record, review and distribute minutes of meetings.
- Monitor regulatory activity to maintain compliance with records and document management laws.
- Maintain and manage electronic and hard copy documents as per company procedures.
- Review and update documents to ensure they are complete, accurate and in compliance with standards.
- Ensure all documents are easily accessible in the document storage system.
- Coordinate with different departments and facilitate the document control process.
- Monitor the retrieval of documents.
- Train employees on records management procedures and policies, including documentation, retention, retrieval, destruction, and disaster recovery.
- Assist with file migrations and audits, and perform administrative tasks as needed.
- Keep track of important project documents like project plans, blueprints, vendor contracts and drawings.
- Create ad hoc reports for internal and external purposes.
