Job Description, Daily Responsibilities, and Work Life
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Document Management Specialists
Document Management Specialists 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.
Table of Contents
Job Description
Document Management Specialists 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. They also conduct needs assessments to identify document management requirements of departments or end users.
Other tasks include:
- 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.
We asked Document Management Specialists how satisfied they are with their job. Here is what they said.
70%
46%
70% of them said they were satisfied with their job and 46% said they find that their job makes the world a better place or helps to make someone else’s life better.
Typical Day At Work
On a daily basis, Document Management Specialists consult with end users regarding problems in accessing electronic content. They search electronic sources, such as databases or repositories, or manual sources for information.
A typical day for a Document Management Specialist will also include:
- Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
- Operate data capture technology to import digitized documents into document management system.
- Monitor regulatory activity to maintain compliance with records and document management laws.
- Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
- Document technical functions and specifications for new or proposed content management systems.
We asked some Document Management Specialists a few questions to find out what else does their work day look like. Here is what we found.
| Do you have telephone conversations everyday in this job? | 88% said yes | |
| How important is it to work in a team in this job? | 56% said very important | |
| Do you have group discussions everyday in this job? | 68% said yes | |
| Do you talk or work with customers everyday in this job? | 8% said yes | |
| Do you have to deal with angry customers everyday in this job? | 0% said yes | |
| Do you have to make decisions everyday in this job? | 32% said yes |
Other responsibilities
Besides their typical day, Document Management Specialists also monitor regulatory activity to maintain compliance with records and document management laws. They may also prepare support documentation and training materials for end users of document management systems.
On a weekly to monthly basis, Document Management Specialists 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. They might also Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
In addition, they Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
Although specific duties may vary, many of them Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
To some Document Management Specialists, it is also their responsibility to Document technical functions and specifications for new or proposed content management systems.
Working life
More than 40 hours per week
Regular schedule like a 9 to 5
In a typical work week as a Document Management Specialist, you can expect to work more than 40 hours per week.
Is this right for me
The Organizers and The Thinkers
People who are suitable for this job tends to like following set procedures and routines. They like working with data and details more than with ideas..
They also like working with ideas, and require an extensive amount of thinking. They like searching for facts and figuring out problems mentally.
You can read more about these career personality types here.
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