Documentation department performs a key role in the progress of any organization. Documentation experts are responsible to gather vital business data from internal and external sources and compile them to form yearly performance records. Also, they make certain the compiled documents are saved in prescribed format and are accessible to all internal sources. A documentation controller specialist is responsible to inspect the quality of the content and ensure it meets the required standards. Document control work profile is part of information management systems.
Document Control Work Process
Document control work is performed in 3 stages of the project. There are several steps taken at each stage to ensure the quality of the document meets the requisite standards. We have written down the steps in brief to explain you the functions involved in documentation work. There are two factors involved at every stage. Information comes from a certain source for processing and it needs to be delivered in certain format for further use.
In the Preliminary Stage
Once the initial project planning stage is through, seniors have a better idea about the deliverables, output, circulations and quality review. At this stage, seniors are expected to give templates, models and examples to the document team to prepare the documents.
This stage is important to issue document control over the work to be done in next stage.
In the On-going Stage
Document control officers are expected to give leverage to the specialists to construct documents along the given protocols. However, it the responsibility of the officers to conduct periodic control checks and audits. Individual specialists too must have an access to conduct quality checks at their level. Project officers are expected to track documents that are incomplete beyond the set deadlines and completed documents but not finalized. Also, they must supervise work of the specialists not adhering to the control protocols. Lastly, they must review the documentation audit reports.
In the Last Stage
The last stage of project is a proof that that all documents must be completed, finalized, approved and distributed. Any pending or poor quality work denotes failure of the documentation control system. It is vital to verify that main motive of the document control system is achieved. At the end of phase, information should be flowing out to the right recipient.
At the end of the Project
At the end of the project the produced documents must be safeguarded for future reference. Often, over a period of time, the saved information is reviewed. Relevant and important information is retained as it is. Certain information is changed and updated with current times. Irrelevant information is discarded completely.
Documentation Control Work Career
A career in documentation control work is for those who have a strong command over a language and have sound technical knowledge to grasp details of the project proceedings. They must have proficiency in using document control tools that simplifies work task of data compilation and produces accurate documents. Document control specialists require qualifications in technical communication. As described earlier the main functions included in document control work are compiling documents, auditing documents, updating information systems, and distributing the final approved documents. Controllers can work in variety of industries such as biomedical, financial, clinical and technical domains. Documentation experts play a pivotal role in record keeping function of the organization. Hence, aspirants can expect sufficient job opportunities in coming years.
This was a generic profile description of document control work. Each organization provides a unique system of developing documents. Hence, as candidates get to learn newer concepts every time for new project, the job does not become monotonous.