Document Controller (Automotive Industry)

A Document Controller plays a key role in managing and controlling company documents to ensure they are well-organized, easily accessible, and up to date. Below is a typical job scope for a Document Controller: 1. Document Management • Maintain and update records, files, and documents in a structured and systematic way. • Ensure all documents are correctly named, indexed, and filed for easy retrieval. • Manage both electronic and physical documents, ensuring they are stored securely. 2. Document Control Procedures • Implement and maintain document control procedures and systems. • Ensure that all employees follow proper document handling, processing, and approval workflows. • Track the lifecycle of documents, including revisions and distribution to relevant stakeholders. • Ensure documents are compliant with legal, regulatory, and company requirements. 3. Version Control and Distribution • Manage the version control process to ensure the latest version of documents is always available. • Distribute documents to the appropriate departments and team members in a timely manner. • Retrieve and provide access to documents as requested by authorized personnel. 4. Quality Assurance • Conduct regular audits of document systems to verify accuracy and compliance. • Ensure documents are up to the required quality standards, whether in terms of content, layout, or formatting. • Work closely with quality control teams to maintain document integrity and compliance with ISO or other quality standards. 5. Collaboration and Support • Liaise with various departments (such as engineering, operations, and quality) to gather and distribute documents. • Provide training and support to staff on document management systems and procedures. • Assist with document retrieval during audits or inspections. 6. Database and Software Management • Use document management software to store, retrieve, and track documents. • Regularly update the software database to ensure proper cataloguing and indexing of documents. 7. Security and Confidentiality • Ensure sensitive and confidential documents are handled with the highest level of security. • Implement access control measures to restrict unauthorized access to confidential information. 8. Reporting • Generate reports related to document control activities, such as the status of document approvals, revisions, and distribution logs. • Present documentation progress reports during meetings, audits, or when requested by management.