Document Management Specialists
What is a Document Management Specialist?
A Document Management Specialist is a professional responsible for organizing, storing, and managing an organization's documentation in a systematic manner. Their primary role is to ensure that documents are easily accessible while maintaining the integrity and security of information. They are skilled in implementing document management systems (DMS) that facilitate the effective retrieval, sharing, and storage of both physical and digital documents. This encompasses the digitization of paper documents, tagging and categorizing files, and ensuring compliance with regulatory requirements concerning data management and retention policies.
Document Management Specialists must possess a thorough understanding of both the technological aspects of document management software and the best practices for documentation processes. They often collaborate with various departments to establish standards for document creation, modification, and archiving, thereby promoting a culture of efficient document workflows within the organization. This role requires strong attention to detail, the ability to analyze processes for efficiency improvements, and effective communication skills to train and support colleagues in document management practices.
In today's increasingly digital workspace, Document Management Specialists are integral to helping organizations streamline their operations, reduce physical storage costs, enhance collaboration, and ensure that crucial information is securely preserved and readily available for decision-making and compliance purposes.
Tasks
- Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
- Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
- 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, document, or maintain standards, best practices, or system usage procedures.
Technology Skills
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Document management software
- Adobe Acrobat DC
- Alfresco Content Services
- FileHold Enterprise
- Records management software
- Video creation and editing software
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Enterprise resource planning ERP software
- Business process management BPM software
- Microsoft Dynamics 365
- Oracle Cloud ERP
- SAP S/4HANA
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Analytical or scientific software
- CAPSYS Capture
- OpenText Intelligent Capture
- Microsoft Office Lens
- Office Gemini Diamond Vision
- Data base user interface and query software
Tools Used
- Computer servers
- Magneto optical MO drives
- Hard disk drives
- Tape arrays
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Scanners
Knowledge
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English Language
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
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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.
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Computers and Electronics
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
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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.
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Administrative
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
Skills
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Reading Comprehension
Understanding written sentences and paragraphs in work-related documents.
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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.
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Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
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Writing
Communicating effectively in writing as appropriate for the needs of the audience.
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Complex Problem Solving
Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Abilities
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Oral Comprehension
The ability to listen to and understand information and ideas presented through spoken words and sentences.
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Oral Expression
The ability to communicate information and ideas in speaking so others will understand.
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Written Comprehension
The ability to read and understand information and ideas presented in writing.
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Inductive Reasoning
The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
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Information Ordering
The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Education
How much education does a new hire need to perform a job in this occupation?
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Bachelor's degree
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Master's degree
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Associate's degree
Work Activities
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Working with Computers
Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
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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.
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Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
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Getting Information
Observing, receiving, and otherwise obtaining information from all relevant sources.
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Documenting/Recording Information
Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Detailed Work Activities
- Develop procedures for data management.
- Develop procedures for data entry or processing.
- Prepare data for analysis.
- Retrieve information from electronic sources.
- Analyze costs and benefits of proposed designs or projects.
Work Interests
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Conventional
Work involves following procedures and regulations to organize information or data, typically in a business setting. Conventional occupations are often associated with office work, accounting, mathematics/statistics, information technology, finance, or human resources.
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Investigative
Work involves studying and researching non-living objects, living organisms, disease or other forms of impairment, or human behavior. Investigative occupations are often associated with physical, life, medical, or social sciences, and can be found in the fields of humanities, mathematics/statistics, information technology, or health care service.
Job Outlook
Projected salary and job growth
$49690.0 - $174300.0
This career will grow rapidly in the next few years.
Assessment
Related assessments and tests
No assessment available.