Document Management Specialist

Client of Talentmate

A Document Management Specialist (DMS) plays a crucial role in organizing, managing, and ensuring the secure handling of the vast amounts of documents within an organization. This position is fundamental to maintaining operational efficiency and regulatory compliance by developing systems and procedures for document control and management. The specialist is responsible for implementing technology solutions that enable the efficient storage, retrieval, and sharing of documents within the company. By leveraging their expertise in document management systems, the specialist helps streamline processes, reduce costs, and improve collaboration among team members. Applicants should possess a strong attention to detail, excellent organizational skills, and a thorough understanding of document management software and best practices.

Responsibilities

• Develop and implement document management protocols to enhance organizational efficiency.
• Ensure secure storage and accessibility of all company documents and records.
• Collaborate with IT department to integrate document management systems effectively.
• Train staff on document management procedures and technology tools usage.
• Conduct regular audits to ensure compliance with industry and company standards.
• Oversee the document lifecycle process from creation to archiving or disposal.
• Monitor document access controls and track user access for security purposes.
• Assist in disaster recovery planning by ensuring backup and recovery processes.
• Analyze and recommend improvements for current document management practices.
• Lead projects to digitize paper records and manage electronic document conversion.
• Handle inquiries and troubleshoot issues related to document accessibility and integrity.
• Maintain an up-to-date knowledge of document management technologies and trends.

Requirements

• Bachelor's degree in Information Management, Business Administration, or related field.
• Proven experience in managing document management systems and related software.
• Strong familiarity with electronic document scanning, storage, and retrieval processes.
• Excellent organizational skills and high attention to detail are essential.
• Ability to work collaboratively with cross-functional teams and manage projects.
• Solid understanding of document compliance standards such as ISO or GDPR.