Document Control Analyst
Job Purpose
Key Job Accountabilities - I
Key Job Accountabilities - II
Qualifications
Knowledge and/or Experience - I
- Implement and maintain the relevant policies, procedures, and systems for document and record management and control as per approved Manage Documents and Manage Record processes to ensure documents and records are controlled, secured, and accessible to internal stakeholders. Develop and provide training to ensure document and record management processes, policies, procedures, and systems are understood and complied with by all business stakeholders.
Key Job Accountabilities - I
- Maintain Corporate Documents system or portal to provide controlled access to up-to-date, and valid Documents (policies, procedures, etc.) to internal stakeholders/business end-users.
- Develop, maintain, and operate an appropriate "Document Change Request" (DCR) workflow to manage all end-user requests for creating, updating, and retiring Documents.
- Coordinate between internal stakeholders/business end-users and third-party service providers for proper control, retention, safeguarding and retrieval of physical records as per contract.
- Process DCRs at defined stages as per Manage Documents process and support business end-users by providing suitable and timely feedback.
Key Job Accountabilities - II
- Maintain database of status, ownership, identifiers, control logs, and other appropriate metadata for all documents and records received from internal and external sources before placement in the archive and/or uploading in the document and records management system.
- Develop business specifications, functional requirements, taxonomy and metadata model for workflows and other IT application to support/implement document and record management processes in consultation with IT system team and business stakeholders and in compliance with relevant legislation, regulation, and industry best practices.
- Provide training and awareness to internal stakeholders/business end-users on relevant policies, procedures, systems, and workflows supporting Manage Documents and Manage Records processes.
- Engage with internal stakeholders/business end-users, IT system experts, and third-party service providers to review and recommend areas for improvement and to continuously improve processes, procedures, practices, and systems.
- Secure all native files and data and signed copy originals of all Documents.
Qualifications
- Bachelor's degree in Information Management, Computer Science, or Business Administration.
Knowledge and/or Experience - I
- 5 years' relevant document and record control and management experience within the oil and gas or petrochemical industry including 2 years' experience with information management systems.
JOB SUMMARY
Document Control Analyst