A document control coordinator manages a company’s documentation system, including paper and electronic files, and may develop procedures for its use. They oversee communication between departments and ensure accuracy and distribution of documents to internal and external parties.
A document control coordinator is responsible for any type of documentation that a company may use to conduct business operations. This usually includes pictures and diagrams, computer records and written documents. This coordinator may set up a documentation system and will generally be responsible for managing and controlling it. He may also be responsible for creating procedures for using the system and is likely to help others use the procedures effectively. The document control coordinator is vital to the success of production departments, as he is responsible for helping track changes and improvements to designs.
The types of documents a coordinator will need to track and store vary from industry to industry. Depending on the type of company they work for, a document control coordinator will develop and implement a system to store and retrieve all necessary documentation. It can collect and track paper files, artwork, and blueprints. He may also be responsible for controlling billing and other documents related to a specific project within the company. The system can be enterprise-wide; in this case, the coordinator will have several different departments, depending on the type of documentation.
In any business project that involves record keeping, multiple departments and employees will be involved in creating and distributing information. The document control coordinator will manage any efforts to collect and control this mass of information and all accompanying documentation or computer files. This will make communicating effectively with other departments and outside organizations a vital role for anyone in this occupation.
The documents that the coordinator must oversee can be from internal company departments or from external contractors and customers. Often, he must verify information with several different supervisors to ensure the documentation is accurate, and he may be tasked with preparing and distributing copies of documents to internal and external departments. The document control coordinator will be tasked with tracking changes to product design and construction, as well as storing and retrieving documents for evaluation and review. In addition, he may be responsible for presenting document control information to management and customers.
A document control coordinator’s typical day will likely be spent organizing, cataloging, and tracking paper and electronic files. He will spend time coordinating with others within his own company, as well as with organizations outside. He may spend parts of the day supervising and training others on document control policies and procedures.
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