Document Management Specialists

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Also known as:
Business Records Manager, Certified Document Imaging Architect, Cloud Product Director, Corporate Webmaster, Cybersecurity Project Manager, Data Center Product Director, Document Control Manager, Document Management Consultant, ECM Consultant (Enterprise Content Management Consultant), Electronic Content Manager

ABOUT DOCUMENT MANAGEMENT SPECIALIST CAREERS
Video transcript

Every organization, public or private, needs secure data storage. Data warehousing specialists and document management specialists configure data storage systems to keep data both accessible and safe. Data warehousing specialists start by gaining an understanding of what data their customers need to store, and how they want to access it. Then they design data warehouses to securely store their customer's data. Their systems often need to allow batch loading of large amounts of data, such as a company's payroll, sales, or purchasing records. These specialists develop detailed documentation, such as a description of data's path from origin, formatting and structure specifications, where it's stored, and who has access to it. They create procedures and rules so that different business groups can extract needed data. Document management specialists oversee an organization's systems for capturing, storing, and destroying electronic records and documents. They make sure that documents can be accessed only by authorized individuals, and that master documents remain secure. Both roles test many functions of their systems regularly to ensure they operate accurately, and meet relevant industry regulations. Skills in data analysis and programming are needed to modify programs, and troubleshoot support for users. People in these positions may work more than 40 hours per week. Most positions require a bachelor's degree, but some require only technical training or an associate's degree.

SNAPSHOT
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.
Leadership
HIGH
Critical decision making
HIGH
Job challenge and pressure to meet deadlines
HIGH
Dealing and handling conflict
LOW
Competition for this position
MED
Communication with others
HIGH
Work closely with team members, clients etc.
HIGH
Comfort of the work setting
HIGH
Exposure to extreme environmental conditions
LOW
Exposure to job hazards
LOW
Physical demands
LOW
Daily tasks

Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.

Assist in the assessment, acquisition, or deployment of new electronic document management systems.

Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.

Document technical functions and specifications for new or proposed content management systems.

Write, review, or execute plans for testing new or established document management systems.

Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.

Develop, document, or maintain standards, best practices, or system usage procedures.

Operate data capture technology to import digitized documents into document management system.

Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.

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.

MAIN 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.
AREAS OF KNOWLEDGE
Computers and Electronics Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Administration and Management Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
Mathematics Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
Education and Training Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
Communications and Media Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
TOP SKILLS
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Monitoring Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Writing Communicating effectively in writing as appropriate for the needs of the audience.
Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Complex Problem Solving Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Systems Analysis Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
Active Learning Understanding the implications of new information for both current and future problem-solving and decision-making.