Last Updated on May 13, 2025 by Admin
In today’s rapidly evolving construction landscape, the role of a Document Controller has become more critical than ever. With the integration of advanced technologies like Building Information Modeling (BIM) and Electronic Document Management Systems (EDMS), ensuring accurate and efficient document management is paramount for project success.
Table of Contents
What is a Document Controller in Construction?
Nowadays, document controllers have become an integral part of the construction industry. The primary role of the document controller is to manage the intake, handling, and storage of documentation for project-related documents, including its management system. Read more to know about the document controller job description for the construction industry. The document controller also does report writing and archives the project materials. Document controller ensures seamless document management throughout the project and, at the required time, makes it accessible to all project team members.
In the construction industry, documents are critical evidence in the case of disputed claims, and without them, payment becomes impossible. Hence, to maintain the flow of these documents role of the document controller becomes more critical. Companies like L&T construction, Â Jacobs favor their projects’ well-versed construction document controller. Document Controllers are also in high demand in countries such as Qatar, the United Arab Emirates, Saudi Arabia, and other parts of the world.
A Document Controller in the construction industry is responsible for managing, organizing, and maintaining all project-related documents. This includes drawings, contracts, reports, and correspondence. Their primary goal is to ensure that all stakeholders have access to the correct and most up-to-date information throughout the project lifecycle.
Document Controller Duties and Responsibilities
- He/she should have a basic understanding of construction projects and documentation system
- Establishing a uniform document/drawing numbering system while adhering to company norms and requirements
- Some companies have their templates. He should understand and follow those specific Document Templates Systems.
- In charge of project folder setup, folder management, formulating registries, and document and drawing number allocation.
- Liaising with and distributing project-related information with the project team and potentially external parties.
- Assist the Project Manager during the audit and as needed.
- Prepare ad-hoc templates and reports on projects as required.
- Process and control all project document types on a day-to-day basis in an accurate and timely manner.
- Ensure that quality documentation, such as documents, drawings, RFIs, and incoming and outgoing registers, is maintained.
- File documents in physical and digital records and ensure appropriate storage.
- Adhere to the company’s document lifecycle procedures, processes, and as required by the Project Manager.
- Communicates changes to document control procedures or other relevant information to the project team in consultation with the Project Manager / Design Manager.
- Assists in implementing new and improving Document Management systems and document management processes.
- Train employees about the project documentation system on how to use and access the project documentation system.
- Maintain confidentiality of sensitive documentation.
Key Responsibilities
- Document Management: Oversee the receipt, distribution, and storage of project documents.
- Version Control: Maintain accurate records of document revisions and ensure that obsolete documents are promptly removed from circulation.
- Compliance: Ensure that all documentation complies with industry standards and regulatory requirements.
- Collaboration: Work closely with project managers, engineers, and other stakeholders to facilitate seamless information flow.
- Training: Provide guidance and training to team members on document control procedures and systems.
Related Posts:
- What Is Microsoft Project? MS Project Online Tutorials and Courses
- How to become AutoCAD Certified Professional [Updated Guide]
- 15 Best BIM Software [Updated BIM Software List]
- Best Civil Engineering Software Updated List
Essential Skills Required for a Document Controller
- Technical Proficiency: Familiarity with EDMS platforms such as Aconex, SharePoint, and Procore.
- BIM Knowledge: Understanding of BIM processes and the ability to manage BIM-related documents.
- Attention to Detail: Ability to identify discrepancies and ensure document accuracy.
- Communication Skills: Effective verbal and written communication to coordinate with diverse teams.
- Organizational Skills: Efficiently manage large volumes of documents and maintain systematic filing systems.
If you list these abilities in your resume, you will stand out from the crowd.
- Excellent communication and interpersonal skills.
- Detail-oriented as well as organized, and a multitasker
- Time management skills
- Ability to follow company procedures
- Can work independently without much guidance
- Ability to engage and communicate effectively (written and verbal) with stakeholders at all levels
- Strong MS Office Skillset (SharePoint, Outlook, Word, MS Excel, PowerPoint)
- Document Control Management systems experience, especially in Bentley, ProjectWise, Aconex, etc.
Tips to be followed to become the best construction document controller
Specific tips to be followed by the document controller while working on a project that help to reduce the number of errors and corrections, for the same administration burden on the staff. These tips are as follows:
- Don’t hesitate to implement your system or suggestions for the old system
- Make sure every team member becomes part of the document control process
- If you think the system is robust, question it yourself and evaluate it.
- Try to get rid of paper and implement a cloud-based management system
- The design should be standardized and centralized
- A streamlined and standardized workflow is critical to construction document control.
- Historical data should be readily available, but there should be perfect clarity between what is new and what is old
- Rather than working manually, rely on an automated system that will turn a book into submittals in a minute.
- The construction document control should be like that, which will enable communication between the systems.
- After setting a specific strategy, focus on nurturing and continuous improvement.
How to become a document controller
To become a document controller, the required educational qualifications are;
- Graduate or higher degree in Computer Science, Business Administration or a similar field,
- Knowledge of document management software, document capture/image capture systems, and a minimum of 2 years of experience in document or records management.
Educational Background and Certifications
- Education: A bachelor’s degree in construction management, engineering, or a related field is often preferred.
- Certifications: Obtaining certifications such as the Aconex Certified Associate or Microsoft Office Specialist in Excel can enhance credibility and job prospects.
Career Progression Opportunities
Starting as a Document Controller opens pathways to advanced roles, including:
- Senior Document Controller: Overseeing document control teams and strategies.
- Document Control Manager: Leading document management across multiple projects or departments.
- BIM Coordinator: Specializing in managing BIM documentation and workflows.
- Quality Assurance Manager: Ensuring overall compliance and quality standards in documentation.
Tools and Technologies in 2025
The modern Document Controller leverages various tools to enhance efficiency:
- EDMS Platforms: Utilize systems like Aconex, SharePoint, and Procore for streamlined document management.
- BIM Software: Manage and coordinate BIM models using tools like Autodesk BIM 360 and Revizto.
- Cloud Collaboration: Facilitate real-time collaboration through cloud-based platforms, ensuring all stakeholders have access to the latest documents.
Industry Trends and Best Practices
- Digital Transformation: Embrace digital tools to reduce paper usage and enhance accessibility.
- Standardization: Implement standardized naming conventions and document templates to maintain consistency.
- Security: Ensure robust security measures are in place to protect sensitive information.
- Continuous Learning: Stay updated with the latest industry standards and technological advancements.
Final Thoughts
The role of a document controller is pivotal in various industries, particularly in sectors like construction and engineering. The primary duties and responsibilities of a document controller include managing, overseeing, and ensuring the proper handling of documents and records within an organization. This role involves maintaining accurate records, ensuring document accessibility and security, and managing document life cycles from creation to archiving or disposal.
Regarding compensation, the document controller’s salary can vary based on factors such as industry, geographical location, experience, and the size of the company. Salaries in this profession are typically commensurate with the level of responsibility and the complexity of tasks involved in the role.
Document controller jobs are available across various sectors and often require specialized knowledge in managing large volumes of documents and electronic records. These jobs are critical in ensuring that important documents are accurately stored, easily retrievable, and properly secured.
For those interested in pursuing this career, a document controller course can provide the necessary training and skills. These courses often cover topics such as document management systems, filing principles, digital record keeping, and compliance with industry-specific regulations.
In a construction company, document controller responsibilities are integral to the smooth operation of projects. They include maintaining project documents, ensuring version control, coordinating document submissions, and liaising with project teams to ensure timely and accurate documentation.
The essential document controller skills include attention to detail, proficiency in document management software, strong organizational abilities, and excellent communication skills. These skills are crucial in effectively managing the flow of documents and ensuring compliance with organizational procedures.
For those applying for jobs in this field, a well-crafted document controller CV is important. It should highlight relevant experience in document management, familiarity with industry-specific documentation procedures, and any technical skills related to document control systems.
A document controller job description typically outlines responsibilities such as managing electronic and hard copy documents, ensuring compliance with company policies and legal requirements, and supporting teams with document-related queries.
In interviews for this role, document controller interview questions may focus on the candidate’s experience with document management systems, ability to handle confidential information, and strategies for maintaining organized records.
Regarding the specific query, “What is the salary of a document controller?” it’s important to note that salaries can vary widely. Factors influencing salary include the level of experience, the specific industry, and the location of the job. In general, experienced document controllers in larger companies or more regulated industries tend to earn higher salaries.
Finally, if you are attentive and strong in the documentation, then a Document Controller is an excellent job in the industry. To avoid chaos at the end of the project, companies start hiring at the beginning of the project, so there are good chances to make a career as a document controller.
Related Posts:
- Tekla Detailer Job Description, Career Guide and Salary Insights
- Water Resource Engineer Job Description and Salary Details
- Transportation Engineer Job Description and Salary Details
- Building Services Engineer Job Description: Roles, Responsibilities, and Salary
FAQs
Yes, document control is indeed considered a crucial skill, particularly in industries where managing and safeguarding documents is essential. It involves more than just organizing files; it requires meticulous attention to detail, proficiency in document management systems, and an understanding of compliance and regulatory requirements. Essential skills in document control also include strong organizational capabilities, effective communication, and the ability to handle large volumes of information efficiently and accurately.
A document controller manager holds a pivotal role, typically overseeing the entire document control process within an organization or a specific project. Their responsibilities include developing and implementing document control systems, ensuring compliance with both regulatory and company standards, and managing a team of document controllers. They ensure that all project or company documentation is accurate, up-to-date, and readily accessible. Additionally, they play a key role in audit preparations, risk management, and maintaining the confidentiality and security of critical documents.
The salary for a document controller in the UAE varies based on factors such as the industry, the size of the company, and the individual’s experience and qualifications. Given the UAE’s numerous large-scale projects and presence of multinational companies, the region offers competitive salaries for skilled document control professionals. Salaries range from moderate to high, reflecting the role’s importance and the complexity of the document control systems managed.
Document control contributes significantly to project efficiency by ensuring that all necessary documents are organized, current, and accessible. This streamlines communication and decision-making processes, reducing errors and delays.
Qualifications for a document controller often include a degree or certification in records management, administrative skills, and experience with document management software. Familiarity with industry-specific regulations and standards is also beneficial.
Yes, effective document control can greatly impact a company’s compliance and legal standing. Proper management of documents ensures adherence to legal requirements and industry standards, reducing the risk of non-compliance and associated legal issues.
Document controllers typically need to be proficient in specific software, such as Microsoft Office, and various document management systems like SharePoint or Documentum, depending on the organization’s requirements.
