Document Management Specialist Career

Job Description: Implement and administer enterprise-wide document management systems and related procedures that allow organizations to capture, store, retrieve, share, and destroy electronic records and documents.


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Document Management Specialist Career

What Document Management Specialists do:

  • Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
  • Develop, document, or maintain standards, best practices, or system usage procedures.
  • Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.
  • Keep abreast of developments in document management technologies and techniques by reviewing current literature, talking with colleagues, participating in educational programs, attending meetings or workshops, or participating in professional organizations or conferences.
  • Write, review, or execute plans for testing new or established document management systems.
  • Assist in the assessment, acquisition, or deployment of new electronic document management systems.
  • Conduct needs assessments to identify document management requirements of departments or end users.
  • Consult with end users regarding problems in accessing electronic content.
  • Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
  • Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
  • Monitor regulatory activity to maintain compliance with records and document management laws.
  • Prepare support documentation and training materials for end users of document management systems.
  • Propose recommendations for improving content management system capabilities.
  • Search electronic sources, such as databases or repositories, or manual sources for information.
  • Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
  • Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
  • Analyze, interpret, or disseminate system performance data.
  • Operate data capture technology to import digitized documents into document management system.
  • Document technical functions and specifications for new or proposed content management systems.
  • Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.
  • Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
  • Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.
  • Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.

What work activities are most important?

Importance Activities

Interacting With Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.

Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.

Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.

Provide Consultation and Advice to Others - Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.

Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Training and Teaching Others - Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.

Monitor Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.

Selling or Influencing Others - Convincing others to buy merchandise/goods or to otherwise change their minds or actions.

Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.

Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members.

Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.

Estimating the Quantifiable Characteristics of Products, Events, or Information - Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.

Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.

Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Judging the Qualities of Things, Services, or People - Assessing the value, importance, or quality of things or people.

Guiding, Directing, and Motivating Subordinates - Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.

Coaching and Developing Others - Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment - Providing documentation, detailed instructions, drawings, or specifications to tell others about how devices, parts, equipment, or structures are to be fabricated, constructed, assembled, modified, maintained, or used.

Holland Code Chart for a Document Management Specialist

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