Roles & Tasks in Document Control

There are many different job titles in the Document Control discipline, and it sometimes gets really difficult to understand what they entail.

If you have not read it already, we first recommend that you have a look at the Document Controller Job Description article, which will tell you what exactly is a Document Controller.

In this article, we will focus on the different roles in Document Control, and especially what are the differences between them: What is the difference between a Document Controller and a senior Document Controller? What is the role of the Lead Document Controller?

 There can be many different job titles but these are the most common ones:

• Document Controller
• Senior Document Controller
• Lead Document Controller
• Document Control Manager

Let's start with the video tip on "Typical Document Control Tasks and Roles" that Consepsys published a few months ago:

Let's continue further, by explaining each of the roles. We will start with the Document Controller's role:

General Description

The Document Controller is in charge of the daily management of documents on a Project or in a Department.

Remember: have a look at the Job Description of a Document Controller article, for a more in-depth description.

Typical activities

• Manages documents (internal & external)
• Checks compliance and quality of documents
• Maintains a list (register) & files documents
• Distributes documents to relevant people
• Liaises with Client / Contractor / Subcontractor
• Reports on the progress of documents

General Description

Experienced professional, in charge of the daily management of documents on a Project or in a Department.

Remember: have a look at the Job Description of a Document Controller article, for a more in-depth description.

Typical activities

• Manages documents (internal & external)
• Checks compliance and quality of documents
• Maintains a list (register) & files documents
• Distributes documents to relevant people
• Liaises with Client / Contractor / Subcontractor
• Reports on the progress of documents

What is the difference with the other roles?

The activities are the same as the Document Controller’s one, but the senior Document Controller is usually an experienced professional.

General Description

Team leading position on a Project or in a Department.

Typical activities

On a project or Department:

• Leads / Coordinates a team of Document Controllers
• Sets up the Document Control system (procedures, processes, templates, applications, etc.)
• Runs & administrates the Document Control system for a project or department
• First line of contact in the case of an escalation of a Document Control related issue
• Gate keeper of the Document Control rules and procedures
• Clarification, arbitration, technical authority role regarding Document Control issues

What is the difference with the other roles?

This role is on more the management side of the discipline: leading a team, setting up a system (procedures, tools, etc.) for a project, arbitrating and clarifying on Document Control issues.

General Description

Management position overseeing document control systems & teams for a Company.

Typical activities

On a group of Projects or Departments / For an entire Company:

• Manages / Coordinates a team of Document Controllers
• Sets up the Document Control system (procedures, processes, templates, applications, etc.)
• Runs & administrates the Document Control system
• First line of contact in  the case of an escalation of a Document Control related issue
• Gate keeper of the Document Control rules and procedures
• Clarification, arbitration, technical authority role regarding Document Control issues
• Ensures commitment, support and buy-in from internal and external interfaces
• Closely supervises difficult / sensitive phases 

What is the difference with the other roles?

This role is a management role, entailing stakeholder management, implementation of an integrated system (including procedures, software, tools, etc.), clarification, gatekeeping and management of resources.

What is Document Control?

Why implement Document Control?