As in many parts of the world, Document Controllers are essential members of organizations, particularly in industries such as:
- Construction
- Engineering
- Oil and Gas
- Healthcare
- Manufacturing
Their primary duty is to manage, track, and maintain the organization’s documentation system, ensuring that all electronic or paper-based documents are controlled, updated, and readily accessible.
With the growing demand for quality standards and compliance in the Saudi Arabian market, they are highly valued, as they help organizations meet legal, regulatory, and quality requirements by safeguarding the integrity of documents.
Below is a comprehensive guide to the duties and responsibilities of a Document Controller, focusing on the specific needs and standards of the Saudi Arabian market.
Duties and Responsibilities of a Document Controller
Here are a few duties and responsibilities:
1. Document Management and Organization
Duties: They are responsible for the organization and systematic storage of documents. This includes creating and maintaining a well-organized document management system (DMS) for handling and accessing all necessary documents.
Responsibilities: This involves classifying and indexing documents, archiving, and ensuring that outdated or irrelevant documents are disposed of securely.
2. Document Distribution and Control
Duties: Document Controllers control the distribution of documents across the organization, ensuring that only authorized personnel access sensitive documents.
Responsibilities: This requires assigning access levels, distributing documents efficiently to project teams, and monitoring document access.
3. Version Control and Updates
Duties: Document Controllers are responsible for tracking document versions, changes, and updates. This includes maintaining a historical record of revisions to ensure traceability and accuracy.
Responsibilities: They must ensure team members work with the most up-to-date documents by managing document revisions and notifying relevant stakeholders when updates are made.
4. Compliance and Regulatory Adherence
Duties: The ensure that documentation complies with relevant regulatory, quality, and industry standards.
Responsibilities: This includes understanding local and international regulations, ensuring all documents meet standards, and preparing audit documentation.
5. Quality Assurance
Duties: Maintaining the quality and integrity of documents is a vital responsibility.
Responsibilities: Document Controllers check documents for accuracy, consistency, and completeness. They must review documents to ensure they meet organizational and regulatory quality standards.
6. Document Retrieval and Access Management
Duties: Ensuring quick retrieval of documents for authorized users is vital.
Responsibilities: Document Controllers organize documents for efficient and easy retrieval for auditing, reporting, and reference purposes.
7. Document Security
Duties: Document Controllers implement and enforce security protocols to protect sensitive information.
Responsibilities: They oversee encryption, user permissions, and data backup to safeguard documents against loss or unauthorized access.
8. Database Management and Technology Utilization
Duties: Document Controllers must be proficient in document management systems (DMS), often using software tools to manage electronic documents.
Responsibilities: They manage digital documents, troubleshoot DMS issues, and provide training to other employees on document management software.
9. Audit Preparation and Support
Duties: Document Controllers are vital in preparing documents for audits and regulatory inspections.
Responsibilities: This includes organizing, verifying, and presenting documents to ensure they meet the standards expected by auditors and regulatory bodies.
10. Training and Support for Staff
Duties: Document Controllers often conduct training sessions to educate other staff members on best practices in document handling.
Responsibilities: They help colleagues understand how to use document management systems, follow organizational protocols, and properly manage files.
Read our complete blog to know more about duties and responsibilities: Document Controller Job Description: Duties and Responsibilities in Riyadh, Saudi Arabia
Required Skills and Qualifications
Document Controllers in Saudi Arabia are generally expected to have a range of specific skills and qualifications, including:
1. Educational Background
A bachelor’s degree in business administration, engineering, information management, or a related field is often preferred.
2. Software Proficiency
Proficiency in document management software such as Microsoft SharePoint, Primavera, or EDMS, as well as MS Office tools.
3. Attention to Detail
Accuracy is crucial for managing and tracking documentation.
4. Organizational Skills
Managing multiple documents, prioritizing, and maintaining clear records.
5. Knowledge of Local Regulations
Familiarity with Saudi Arabian compliance standards, including those set by SASO and other regulatory bodies.
6. Communication Skills
Ability to have strong communication skills with team members across departments.
Read our complete blog to know about qualification: Document Controller Qualifications
Conclusion
A document controller is responsible for the accurate, timely and efficient preparation and management of documents. Their responsibilities encompass document organization, distribution, security, version control, quality assurance, and audit support, all essential for maintaining operational integrity and efficiency.
A certified translation office is crucial in supporting Document Controllers in Saudi Arabia by ensuring the accurate translation of critical documents while adhering to compliance standards. Our certified translation office guarantees that translated documents meet local regulatory and quality requirements in the construction, engineering, and healthcare industries, where precision is vital.
By offering accurate, compliant translations, we help organizations maintain the integrity of their documentation, streamline audit processes, and ensure that all project stakeholders have access to reliable, understandable information in both English and Arabic.
Frequently Asked Question
Here are some questions:
Document Controllers’ salaries in Saudi Arabia range from SAR 1,911 to SAR 11,107, with an average monthly salary of SAR 5,461 for employees with 1 year of experience.
Read our complete blog to know about salary: Document Controller Salary in Saudi Arabia
QC Document Controller salary is SAR 5,500 per month. The highest salary of a Document Controller is SAR 8,500, and the lowest salary is SAR 3,500.
Their role include record keeping, all documents such as specification procedures, inspection schedule, and records, surveillance report, inspection release notice, and quality records book with numbering system according to project filing procedure—handling of all QC engineering documents.
