Document Manager Job Description

DOCUMENT MANAGER SUMMARY OF FUNCTIONS

The document manager is responsible for control, security, accessibility, and timeliness of organizational documents that may be used by/useful to more than one employee, such as policies, procedures, guidelines, forms, templates, and training materials.

DOCUMENT MANAGER ESSENTIAL DUTIES AND RESPONSIBILITIES

• Develop the document management plan and update it, as needed.
• Manage organizational documentation through the document life cycle.
• Maintain organizational documents and the document management system.
• Identify and investigate the need for documents of various types.
• Ensure that organizational documents go through a documented and approved review-and-approval process before being stored.
• Ensure that internal controls are in place and are functional.
• Ensure the security, accessibility, and proper distribution of organizational documents.
• Help develop and enforce documentation design, review, and storage guidelines.
• With the IT security manager, assign/approve user privileges.
• Plan and conduct meetings and presentations related to document management.

ORGANIZATIONAL RELATIONSHIPS

Reports directly to the administrative services manager. Assists and works in conjunction with the IT staff to facilitate smooth operation of the document management system.

PROCEDURES

The Document Manager Job Description is mentioned in the following procedures:

DOCUMENT MANAGER QUALIFICATIONS

A bachelor’s degree in library science is required; an advanced degree (e.g., MLS, MA) is preferred. Experience in document management and document management systems or content management systems software is preferred. Must have experience conducting meetings and presentations.

DOCUMENT MANAGER PHYSICAL DEMANDS

Ability to communicate well with document users – orally and in writing – is crucial. Regular use of the telephone, email, and other means of communication is part of the job.  Sitting for extended periods is common. Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information, and prepare or inspect documents.

The job mostly entails sitting at a workstation for extended periods, though you will occasionally move about the office to access files or office equipment, operate a computer and other office productivity devices (calculator, hand held devices, copier, printer, or fax), conduct meetings.

No heavy lifting is expected, though occasionally exerting up to 10 lbs. of force (carrying a laptop, tablet, or other device, for instance) may be required. Good manual dexterity (for the use of common office equipment such as computers, calculator, copiers, scanners, and fax machines) is helpful.

WORK ENVIRONMENT

The job is performed indoors in a traditional office setting. Activities include extended periods of sitting and extensive work at a computer, phone, and other mobile communication devices.