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Title
Text copied to clipboard!Document Management Officer
Description
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We are looking for a Document Management Officer to oversee the organization, storage, and retrieval of company documents in both physical and digital formats. This role is essential in ensuring that all documentation is accurate, up-to-date, and easily accessible to authorized personnel. The ideal candidate will have a strong understanding of document control systems, excellent organizational skills, and a keen eye for detail.
As a Document Management Officer, you will be responsible for implementing and maintaining document control procedures, ensuring compliance with legal and regulatory requirements, and supporting various departments in managing their documentation needs. You will work closely with IT, legal, compliance, and operational teams to ensure that document management practices align with company policies and industry standards.
Key duties include classifying and indexing documents, managing access permissions, conducting regular audits, and training staff on document handling procedures. You will also be expected to assist in the transition from paper-based to digital document systems, ensuring data integrity and security throughout the process.
This position requires proficiency in document management software, familiarity with data protection laws, and the ability to handle confidential information with discretion. Strong communication skills and the ability to work independently or as part of a team are also essential.
If you are detail-oriented, tech-savvy, and passionate about maintaining order and compliance in documentation, we encourage you to apply for this vital role within our organization.
Responsibilities
Text copied to clipboard!- Organize and maintain physical and digital documents
- Implement and monitor document control procedures
- Ensure compliance with legal and regulatory standards
- Classify, index, and archive documents appropriately
- Manage access permissions and document security
- Conduct regular audits of document systems
- Assist in digital transformation of document storage
- Train staff on document management protocols
- Coordinate with departments to fulfill documentation needs
- Ensure data integrity and confidentiality
Requirements
Text copied to clipboard!- Bachelor’s degree in Information Management, Business Administration, or related field
- Proven experience in document management or records administration
- Familiarity with document management systems (DMS)
- Strong organizational and analytical skills
- Excellent attention to detail
- Knowledge of data protection and privacy regulations
- Ability to handle confidential information responsibly
- Proficiency in Microsoft Office and document software
- Strong communication and interpersonal skills
- Ability to work independently and collaboratively
Potential interview questions
Text copied to clipboard!- Do you have experience with document management systems?
- How do you ensure document accuracy and compliance?
- Can you describe a time you improved a document process?
- What steps do you take to protect confidential information?
- How do you handle document audits?
- Are you familiar with data protection regulations?
- What tools do you use for document classification?
- How do you train others on document procedures?
- Have you led a digital document transition project?
- What challenges have you faced in document control?
