A Document Controller plays a crucial role in managing and organizing documents within various industries, ensuring proper documentation flow, compliance with regulations, and operational efficiency. Their role is increasingly vital in the construction, engineering, oil and gas, and healthcare sectors in Saudi Arabia.
As businesses in Saudi Arabia continue to grow and adapt to modern practices, understanding the required document controller qualifications becomes essential for employers and seeking professionals.
What is a Document Controller?
A Document Controller is responsible for maintaining and managing an organization’s documentation, ensuring all documents are filed correctly and accessible to authorized personnel. Their duties typically involve creating, updating, and managing document control systems, adhering to regulatory and industry standards, and ensuring smooth communication between departments, contractors, and external stakeholders.
In Saudi Arabia, the document control function has become essential across various industries, especially in project-based fields like construction, where managing thousands of documents is daily business. Document controllers help maintain standards and ensure that critical documents are readily available for inspection and audit, both internally and externally.
Read more to know about their duties and responsibilities: Document Controller Job Description: Duties and Responsibilities in Riyadh, Saudi Arabia
Required Document Controller Qualifications in Saudi Arabia
Document controllers must have technical skills, industry-specific knowledge, and strong organizational capabilities. The following outlines the primary document controller qualifications and skills needed for professionals in Saudi Arabia.
1. Educational Qualifications
The educational qualifications required for document controllers vary depending on the employer but typically include the following:
Ø Bachelor’s Degree
A degree in business administration, information management, or a related field is often required. In many cases, a degree in engineering or construction management is also preferred, especially in construction industries where document management needs to align with technical specifications.
Ø Diploma or Certification in Document Management
Many document controllers pursue specialized diplomas or certifications in document management, which provide in-depth knowledge of record-keeping systems, file management, and data storage. Certifications from recognized institutions, such as the International Register of Certificated Auditors (IRCA), ISO 9001, or APMP (Association for Project Management), can enhance a candidate’s profile.
Ø Arabic and English Proficiency
As Saudi Arabia is a bilingual country with Arabic as the national language and English as the business language, document controllers must be proficient in both Arabic and English. The ability to handle documents in both languages is often a requirement, particularly for multinational companies.
2. Industry-Specific Knowledge
Industry-specific knowledge may be necessary depending on the sector where a document controller works. For example:
Ø Construction & Engineering
Document controllers must be familiar with these sectors’ construction drawings, project plans, specifications, and contract documents. Knowledge of project management software, such as Procore or Aconex, can be a significant asset.
Ø Oil & Gas
Document controllers must understand regulatory and safety standards, equipment-related technical documents, safety inspections, and compliance reports in this industry.
Ø Healthcare
In healthcare, they often revolve around patient records, compliance with regulatory agencies like the Saudi Ministry of Health (MOH), and maintaining confidentiality in line with the country’s data protection laws.
3. Technical Skills
Document controllers must be proficient in software and tools to ensure efficient document management. Some of the essential technical skills include:
Ø Document Management Systems (DMS)
Familiarity with DMS software, such as SharePoint, Aconex, Procore, Autodesk BIM 360, or other industry-specific solutions, is crucial. These systems facilitate document storage, retrieval, and version control.
Ø Microsoft Office Suite
Strong knowledge of Microsoft Office, especially Excel and Word, is essential for creating reports, maintaining databases, and organizing documents.
Ø Cloud-Based Tools
With the rise of cloud computing, document controllers must be adept at using cloud storage services such as:
- Google Drive
- Microsoft Onedrive
- Similar Systems
Ø Data Entry and Filing Systems
Knowledge of manual and digital filing systems, including the organization of files based on categories such as date, project, and document type, is a core competency.
4. Attention to Detail
The role of a document controller demands a high level of accuracy. Missing or incorrectly filed documents can lead to project errors, loss of critical data, or non-compliance with regulatory standards. To avoid these issues, document controllers in KSA must be highly detail-oriented, especially when dealing with documents that are often subject to audit or regulatory review.
5. Organizational and Communication Skills
Given the large volume of documents a document controller manages, excellent organizational skills are essential. They must prioritize tasks, manage multiple projects simultaneously, and maintain an efficient filing system. Additionally, they often interact with various departments, contractors, and stakeholders, and good communication skills are vital to ensure clarity and prompt responses.
6. Knowledge of Legal and Regulatory Framework
Saudi Arabia has strict laws related to documentation, particularly concerning data privacy, intellectual property rights, and construction and engineering regulations. Document controllers should be familiar with the Saudi Arabian General Investment Authority (SAGIA), Saudi Arabian Standards Organization (SASO), and local regulations related to their industry.
Awareness of Saudi Arabian Labor Laws and anti-corruption rules is also critical, especially for those working in governmental or high-regulated sectors.
7. Certifications and Training
While these are not always mandatory, certifications can improve a document controller’s employability and career prospects. Common certifications include:
Ø ISO 9001 (Quality Management Systems)
This certification shows that the document controllers can adhere to international standards for quality management in documentation.
Ø Project Management Certifications
Certifications like PMP (Project Management Professional) can be beneficial, especially in industries such as construction or engineering.
Ø Records Management Certification
Programs like the Certified Records Manager (CRM) can provide specialized knowledge in document management.
8. Experience
Experience plays an essential role in developing the competencies of document controllers. While entry-level positions may require little experience, most roles in Saudi Arabia require 3-5 years of experience in document control, especially for those working on larger projects or in more complex industries.
Previous experience working with project teams, managing large volumes of documentation, and using document control systems is highly valued.
Read more to know about their salary: Document Controller Salary in Saudi Arabia
Conclusion
The qualifications needed to become a document controller in Saudi Arabia are diverse, combining education, industry-specific knowledge, technical skills, and experience. Obtaining a relevant degree and certifications and gaining industry experience will be essential for professionals seeking a career in this field.
As businesses in Saudi Arabia continue to grow and diversify under Vision 2030, the need for skilled document controllers will remain in high demand.
In Saudi Arabia, choosing a certified translation office is vital for businesses and individuals needing accurate and officially recognized document translations, especially for sectors like oil & gas, healthcare, engineering, construction, and government. Sim-Trans is the premier certified translation office in Saudi Arabia, providing unmatched expertise and quality.
Known for its high standards and precise translations, Sim-trans ensures that every document meets the rigorous requirements set by Saudi authorities and international standards. With a reputation for excellence and reliability, Sim-Trans remains the top choice for those professionals seeking a certified translation office that guarantees accuracy and credibility in every translation.
