What is Document Control?
Document Control is a profession and a job role that is
now widely implemented in various activity sectors.
However, many struggle to define it simply and
effectively.
Document Control Definition
Document Control is a document management
profession whose purpose is to enforce controlled
processes and practices for the creation, review,
modification, issuance, distribution and accessibility of
documents.
The role ensures that documentation available at official
points of use within an organisation is trusted by its
users and contains up-to-date, reliable, checked and
formally approved information.
It is mostly present in activity sectors or organisations:
 Involving engineering and construction; and/or
 Wherein documentation is frequently modified
and updated; and/or
 Seeking or holding ISO 9001 certification; and/or
 Wherein finding reliable, up-to-date and official
documents and information is of critical
importance; and/or
 Which are regulated; and/or
 Wherein the unintended use of an outdated or
unofficial documents can lead to injury or death;
and/or
 Wherein large amounts of documents are
produced and exchanged between different
entities; and/or
 Involving technical operations; and/or
 With a strong emphasis on compliance,
traceability and auditability.
Document Control is a profession and it is not to be
confused with Electronic Document Management
Software packages, or the use thereof.
Document Control manages documents throughout their
lifecycle
In a very simple way, we could define it as organising
documents, data and information in a consistent,
standardised and controlled manner.
We can also say that document control is the set of
measures taken to regulate the preparation, review,
approval, release, distribution, access, storage, security,
alteration, change, withdrawal or disposal of
documents... so, pretty much everything about
documents!
Document control is a requirement from the ISO 9001
standard
Document control is also a requirement from the ISO(*)
9001 international standard (Quality Management
Systems - Requirements). This standard states notably
that:
"A documented procedure shall be established to define
the controls needed:
1. to approve documents for adequacy prior to
issue,
2. to review and update as necessary and re-
approve documents,
3. to ensure that changes and the current revision
status of documents are identified,
4. to ensure that relevant versions of applicable
documents are available at points of use,
5. to ensure that documents remain legible and
readily identifiable,
6. to ensure that documents of external origin are
identified and their distribution controlled,
and to prevent the unintended use of obsolete
documents, and to apply suitable identification to
them if they are retained for any purpose."
(*) ISO = International Organisation for Standardisation
Source: Extract from ISO 9001 standard. The complete
latest version of this standard can be purchased here:
iso.org
The Document Controller is in charge of the control and
of the daily management of documents on a Project / in
a Department / in a Company.
Their typical activities include:
 Numbering & identification of documents
 Quality & compliance checks on documents
 Filing and organisation of documents (both
electronic and / or hardcopies)
  Control over documentation modification,
distribution, issuance (as per procedure) during
its whole lifecycle
 Maintenance of a list (register) of applicable
documents
 Distribution of documents to relevant people /
organisations
 Progress reporting on the documents status /
maintaining KPIs (Key Performance Indicators)
Each company having specifics, the actual job
description can vary quite a bit from a company to
another, and can sometimes entail less or more than
the tasks listed above. However the above list captures
the essential tasks of the profession.
Where can we find Document Controllers jobs?
The Document Control profession exists all over the
world and in a wide range of industries.
Document Controllers mainly work in industries
involving design, engineering, construction / fabrication
/ manufacturing and/or operations, such as (but not
limited to): aviation, nuclear & power plants, oil and
gas, mining, renewable energy, construction, rail,
infrastructure, pharmaceutical, architecture, defence,
food and beverages, medical devices, manufacturing,
etc.
What are the qualities required to be a Document
Controller?
 The Document Control profession is part of the
wider families of Quality Management and
Document Management.
 As such there are key qualities and personality
traits that are helpful to have. There is quite a
good list here: "Becoming a Document
Controller: a career roadmap".
Is it an office based job?
 The Document Control profession can actually
be very varied and DCs can work both in an
office or on site, depending on the requirement
of their respective companies.
 The 2017 Salary Survey Report revealed that
70% of Document Control professionals work in
offices, while 30% work on-site (the "site" itself
can be very different from a job to another, it
could be for example a construction site, a yard,
a plant, an offshore platform, a FPSO, etc).
What are the typical interfaces of a Document
Controller?
They are extremely varied and that is actually one of the
big benefits of the profession: no two days are the
same, and you get to interact with a wide range of
people.
The interactions, again, would depend on the specifics
of the job environment, but typically a Document
Controller would have:
 Internal Interfaces: with authors, engineers,
managers, technical teams, users, etc.
 External Interfaces: with clients, contractors,
sub-contractors, vendors, etc.
What are the possible career evolutions?
 Typically, the Document Control professional
starts as a Document Controller (or junior
Document Controller) and evolves to a Senior
position.
 It is then possible to evolve again to a Lead
position (involving leading a team of Document
Controllers) or even to a Document Control
manager position.
Roles & Tasks in Document Control
There are many different job titles in the Document
Control discipline, and it sometimes gets really difficult
to understand what they entail.
What are the main different job titles in the Document
Control area?
There can be many different job titles but these are the
most common ones:
 Document Controller
 Senior Document Controller
 Lead Document Controller
 Document Control Manager
Document Controller
General Description
The Document Controller is in charge of the daily
management of documents on a Project or in a
Department.
Typical activities
 Manages documents (internal & external)
 Checks compliance and quality of documents
 Maintains a list (register) & files documents
 Distributes documents to relevant people
 Liaises with Client / Contractor / Subcontractor
 Reports on the progress of documents
Senior Document Controller
General Description
Experienced professional, in charge of the daily
management of documents on a Project or in a
Department.
Typical activities
 Manages documents (internal & external)
 Checks compliance and quality of documents
 Maintains a list (register) & files documents
 Distributes documents to relevant people
 Liaises with Client / Contractor / Subcontractor
 Reports on the progress of documents
What is the difference with the other roles?
The activities are the same as the Document
Controller’s one, but the senior Document Controller is
usually an experienced professional.
Lead Document Controller
General Description
Team leading position on a Project or in a Department.
Typical activities
 On a project or Department:
 Leads / Coordinates a team of Document
Controllers
 Sets up the Document Control system
(procedures, processes, templates, applications,
etc.)
 Runs & administrates the Document Control
system for a project or department
 First line of contact in the case of an escalation
of a Document Control related issue
 Gate keeper of the Document Control rules and
procedures
 Clarification, arbitration, technical authority
role regarding Document Control issues
 What is the difference with the other roles?
This role is on more the management side of the
discipline: leading a team, setting up a system
(procedures, tools, etc.) for a project, arbitrating and
clarifying on Document Control issues.
Document Control Manager
General Description
Management position overseeing document control
systems & teams for a Company.
Typical activities
On a group of Projects or Departments / For an entire
Company:
 Manages / Coordinates a team of Document
Controllers
 Sets up the Document Control system
(procedures, processes, templates, applications,
etc.)
 Runs & administrates the Document Control
system
 First line of contact in the case of an escalation
of a Document Control related issue
 Gate keeper of the Document Control rules and
procedures
 Clarification, arbitration, technical authority
role regarding Document Control issues
 Ensures commitment, support and buy-in from
internal and external interfaces
 Closely supervises difficult / sensitive phases
What is the difference with the other roles?
This role is a management role, entailing stakeholder
management, implementation of an integrated system
(including procedures, software, tools, etc.),
clarification, gatekeeping and