Document Management Specialists

Also called: Business Process Analyst, Business Records Manager, Content Specialist, Content Strategist, Document Control Coordinator

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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.

Conduct needs assessments to identify document management requirements of departments or end users.
Consult with end users regarding problems in accessing electronic content.
Monitor regulatory activity to maintain compliance with records and document management laws.
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.
Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
Assist in the assessment, acquisition, or deployment of new electronic document management systems.
Search electronic sources, such as databases or repositories, or manual sources for information.
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.
Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
Develop, document, or maintain standards, best practices, or system usage procedures.
Write, review, or execute plans for testing new or established document management systems.
Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.
Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.
Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
Prepare support documentation and training materials for end users of document management systems.
Propose recommendations for improving content management system capabilities.
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.
Analyze, interpret, or disseminate system performance data.

Work Context

Electronic Mail — 100% responded "Every day".
Telephone — 88% responded "Every day".
Indoors, Environmentally Controlled — 84% responded "Every day".
Face-to-Face Discussions — 68% responded "Every day".
Work With Work Group or Team — 56% responded "Extremely important".
Importance of Being Exact or Accurate — 60% responded "Very important".
Structured versus Unstructured Work — 60% responded "Some freedom".

Work 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.

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

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

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.

Detailed Work Activities

Monitor operational activities to ensure compliance with regulations or standard operating procedures.
Develop testing routines or procedures.
Retrieve information from electronic sources.
Retrieve information from electronic sources.
Recommend changes to improve computer or information systems.
Prepare instruction manuals.

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.

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.

Written Comprehension

The ability to read and understand information and ideas presented in writing.

Oral Comprehension

The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression

The ability to communicate information and ideas in speaking so others will understand.

Written Expression

The ability to communicate information and ideas in writing so others will understand.

People interested in this work like activities that include ideas, thinking, and figuring things out.

They do well at jobs that need:

Achievement/Effort

Persistence

Initiative

Leadership

Cooperation

Concern for Others

Social Orientation

Self Control

You might use software like this on the job:

Web platform development software

Hypertext markup language HTML
Apache Tomcat

Enterprise resource planning ERP software

SAP ERP Financials
Microsoft Dynamics
Pegasystems SmartBPM
Oracle PeopleSoft Financials
IBM BPM Blueprint
Business process management BPM software

Spreadsheet software

Microsoft Excel

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New job opportunities are very likely in the future.

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Document Management Specialists

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