Documents Controller – AI & Indexing Systems Specialist

Confidential Company

.To manage and control the organization’s documentation lifecycle using advanced AI-powered indexing systems, ensuring efficient storage, retrieval, security, and compliance with regulatory standards.

Key Responsibilities

· Maintain and update the document control system to ensure accuracy, consistency, and traceability.

· Ensure timely distribution and retrieval of controlled documents.

· Manage document version control and ensure obsolete documents are archived or disposed of securely.

· Implement and maintain AI-based indexing systems to automate document classification and tagging.

· Collaborate with IT and data science teams to train AI models for document recognition and metadata extraction.

· Continuously improve indexing accuracy through feedback loops and system tuning.

· Ensure document control processes comply with internal policies and external standards (e.g., ISO 9001, ISO 27001).

· Conduct regular audits and quality checks on document repositories.

· Support internal and external audits by providing required documentation promptly.

· Lead initiatives to digitize physical records and integrate them into the AI-based system.

· Identify opportunities to automate repetitive document handling tasks using AI and RPA.

· Support the transition to paperless workflows.

· Train staff on document control procedures and the use of AI indexing tools.

· Provide technical support and troubleshooting for document management systems.

· Develop user manuals and training materials.

· Manage user permissions and access rights to ensure document confidentiality and integrity.

· Monitor document access logs and flag any unauthorized activities.

· Generate reports on document status, usage trends, and system performance.

· Provide insights to management on document lifecycle efficiency and areas for improvement.

· Work closely with departments to understand their documentation needs and customize solutions accordingly.

· Act as the point of contact for document control-related queries and issues.