Document Management Specialist 28N25

A Document Management Specialist is integral in managing the creation, storage, retrieval, and archiving of an organization's documentation. This role involves utilizing document management software and systems to ensure that documentation is organized, accessible, and safeguarded. A successful candidate will possess excellent organizational skills and proficiency with technology to optimize document processes and procedures. This professional must ensure compliance with legal, regulatory, and organizational requirements, making them essential in maintaining the integrity and confidentiality of sensitive information. The Document Management Specialist will also assist in training staff on document management procedures and ensure adherence to department standards.

Responsibilities

• Develop and implement document management systems to streamline document processes.
• Ensure all documentation complies with regulatory and legislative standards.
• Maintain a secure document storage system protecting sensitive and confidential data.
• Organize and classify documents for easy retrieval and efficient management.
• Monitor and track documentation lifecycle from creation to archiving effectively.
• Provide training and support to staff on document management software usage.
• Update and manage access permissions to ensure document security and integrity.
• Collaborate with various departments to manage document workflow and approval processes.
• Conduct regular audits to ensure documentation systems are up to date and functioning properly.
• Coordinate with IT to resolve any system-related issues impacting document management.
• Develop document management policies and procedures for consistency and compliance.
• Assist in disaster recovery planning by maintaining backup copies and data recovery solutions.

Requirements

• Bachelor’s degree in Information Management, Business Administration, or related field.
• Proven experience in document management or information management roles.
• Familiarity with document management software and digital archiving solutions.
• Strong organizational and time-management skills with attention to detail.
• Excellent communication skills for training and collaborating with various teams.
• Ability to work independently and manage multiple tasks simultaneously.
• Understanding of legal, compliance, and regulatory standards for documentation.