A documentation specialist creates and manages documents, including policies, procedures, manuals, and records. They may also gather documents from stakeholders and use various media to document events and processes for historical or legal purposes. This is distinct from a document specialist who works with existing documents.
A documentation specialist is a professional whose primary job is to create or manage documents, or both. This can include documenting processes, designs and procedures using various media. It can also include collecting documents from various stakeholders and consolidating them into a usable file or document. The purpose of this documentation can range from historical interest to establishing business practices and government requirements.
In many cases, a documentation specialist is the person who actually does the documentation. This could mean creating policy and procedure manuals based on current practices or creating a user manual that documents how a product should be used or assembled. It can also mean creating a timeline of actions and communications when a process is dictated by regulators or if it could potentially involve a dispute or lawsuit. It can also mean documenting events and occurrences for a historical record.
As an example, consider a company that needs to take specific safety steps during a manufacturing process. A documentation specialist may be responsible for watching the process complete correctly and creating a document that tells employees how to replicate the process step by step. This work aids in training and also helps to show regulators that the company is trying to follow the right procedure.
In conjunction with or in place of document writing, a documentation specialist may be responsible for recording events and processes through photography or video. This could include taking pictures of a car that has been in an accident for the purpose of documenting damage from an insurance claim or lawsuit. It may also include filming a special event or procedure so that it can be accurately portrayed without relying on human memory.
Another type of documentation specialist is someone who gathers necessary documents from other people. For example, if a company is trying to collect money from a customer and is considering legal action, a documentation specialist might be asked to put together the original purchase agreement, all applicable invoices, and all emails or other communications. sent or exchanged with the customer in question. This type of specialist can also create stand-alone documents that provide additional detail or describe how the documents were obtained.
It is important to note that the term should not be confused with the term document specialist. A documentation specialist creates or assembles documents for the specific purpose of tracking information or proving something. A document specialist is someone who works with existing documents and can refer to a large number of jobs, ranging from working at a copy shop to manuscript specialists authenticating historical documents.
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