Document Management Specialists
Do you carry an ID card, or are you not yet old enough to have one? Getting an ID card in any country in the world goes through a specific government agency, which keeps citizens' data in specific records and databases so that no information gets mixed up between one citizen and another. Any government body that provides services to citizens - like civil registry services, health services, or others - has to record the data of the people it serves in specific databases using certain computer programs. This isn't limited to government bodies only - most businesses do the same thing. They also record data on their customers and employees, and document all the operations related to their daily business, like purchases or sales. These things need to be done with precision, which is why government and private institutions alike hire a specialist called a "document management specialist" to handle these tasks. This person is responsible for determining all the procedures that must be followed to store, record, and manage data, records, and documents.
Meet the Writer: Waleed Abo Omiraa
What You'll Actually Do
The core tasks and responsibilities that fill a typical day.
- Monitor regulatory activity to maintain compliance with records and document management laws.
- Write, review, or execute plans for testing new or established document management systems.
- Search electronic sources, such as databases or repositories, or manual sources for information.
- Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
- Propose recommendations for improving content management system capabilities.
- Prepare support documentation and training materials for end users of document management systems.
- Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.
- 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.
- Develop, document, or maintain standards, best practices, or system usage procedures.
- Consult with end users regarding problems in accessing electronic content.
- Conduct needs assessments to identify document management requirements of departments or end users.
- Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
- Assist in the assessment, acquisition, or deployment of new electronic document management systems.
- Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
- Operate data capture technology to import digitized documents into document management system.
- Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
- Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
- Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
- Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
- 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.
- Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.