Document control specialists ensure technical documents are accurate and consistent, often working in engineering or pharmaceutical manufacturing. They review and fine-tune manuals and instructional materials, using industry-specific language and ensuring clarity for consumers. Attention to detail and organizational skills are key, with a bachelor’s degree and writing experience preferred. In some contexts, the term may refer to entry-level employees handling document flow.
A document control specialist typically spends a lot of time fine-tuning the literature, manuals, and instructional materials that accompany highly technical products. Most of these specialists work in sectors such as engineering or pharmaceutical manufacturing, where the work is complex and simple language is rare. Clear instructions and product usage information are imperative, however this is where the document control specialist comes in. This professional acts essentially as quality control of the literature and texts that are released to the public. The work primarily involves high-level confirmation, data entry, and consistency checks.
In most contexts, a document control specialist works as a member of a technical writing team. Technical writing basically seeks to capture the essence of a procedure or product and then frame it in language that is more easily understood by consumers. This involves more than simply describing and translating, however. A technical document specialist must be extremely accurate and ensure consistent language and coding is used throughout the material. Published or distributed information that cannot be readily understood could cause injury or misuse of the product, which could have negative consequences for the manufacturer.
Most document control specialists work with are the instruction manuals and technical documentation that come with electronic and technology products. When the writing team finishes compiling this information, the expert reviews it for clarity and accuracy. This often involves using a special industry-specific lexicon with highly technical terms. These terms must be defined and used consistently across all materials. When experts find errors or discover places where further clarification is needed, they will often send the documents in question back to the writing team.
Effectiveness in the jobs of document control specialists often requires a keen attention to detail and an aptitude for complex materials. However, specialists usually do not need to have a lot of experience in the subject. For the most part, document specialists are allowed to learn the ins and outs of the industry on the job. Exceptions exist for projects in the areas of military and national defense, because these specialists often need to have first-hand knowledge of the parts being built and described. In most other contexts, however, a bachelor’s degree, writing and editing experience, and strong organizational skills are the only requirements.
Outside of engineering and science, the term “document control specialist” is sometimes, though rarely, applied to entry-level employees who are often little more than mail order clerks. These employees handle the flow of documents, process memos, and sort incoming and outgoing messages. These types of professionals and those who work at the top levels of manufacturing have little in common other than their job title.
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