Document Management Specialists
15-1299.03
Implement and administer enterprise-wide document management systems and related procedures that allow organizations to capture, store, retrieve, share, and destroy electronic records and documents.
Sample of reported job titles: Business Records Manager, Certified Document Imaging Architect, Document Control Manager, Document Management Consultant, ECM Consultant (Enterprise Content Management Consultant), Electronic Content Manager, Record Systems Analyst, Records and Information Management Consultant (RIM Consultant), Records and Information Management Specialist (RIM Specialist), Records Manager
Occupation-Specific Information
Tasks
- Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
- Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
- Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
- Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
- Develop, document, or maintain standards, best practices, or system usage procedures.
- Assist in the assessment, acquisition, or deployment of new electronic document management systems.
- Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
- Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.
- Write, review, or execute plans for testing new or established document management systems.
- Monitor regulatory activity to maintain compliance with records and document management laws.
- Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
- Keep abreast of developments in document management technologies and techniques by reviewing current literature, talking with colleagues, participating in educational programs, attending meetings or workshops, or participating in professional organizations or conferences.
- Conduct needs assessments to identify document management requirements of departments or end users.
- Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
- Document technical functions and specifications for new or proposed content management systems.
- Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.
- Consult with end users regarding problems in accessing electronic content.
- Propose recommendations for improving content management system capabilities.
- Operate data capture technology to import digitized documents into document management system.
- Prepare support documentation and training materials for end users of document management systems.
- Search electronic sources, such as databases or repositories, or manual sources for information.
- Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.
- Analyze, interpret, or disseminate system performance data.
Technology Skills
- Analytical or scientific software - CAPSYS Capture; EMC Captiva; Microsoft Office Document Imaging; Office Gemini Diamond Vision; Perceptive Software ImageNow
- Application server software - Oracle WebLogic Server
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Cloud-based data access and sharing software -
Microsoft SharePoint
- Cloud-based management software - IBM WebSphere MQ 🔥
- Computer aided design CAD software - Autodesk AutoCAD 🔥; Dassault Systemes SolidWorks 🔥; PTC Creo Parametric
- Content workflow software - IBM FileNet Content Manager; Thomson Reuters GoFileRoom
- Data base management system software - Teradata Database 🔥
- Data base reporting software - SAP Business Objects
- Data base user interface and query software - FileMaker Pro; IBM DB2 🔥; Microsoft Access 🔥; Microsoft SQL Server 🔥; Vertafore ImageRight
- Data compression software - File compression software
- Data mining software - Google Analytics 🔥
- Desktop communications software - Skype
- Desktop publishing software - Adobe InDesign 🔥
- Development environment software - Microsoft .NET Framework 🔥; Microsoft Visual Basic 🔥; Oracle SQL Developer 🔥
- Document management software - Ademero Content Central; Adobe Acrobat 🔥; Advanced Processing and Imaging OptiView ECM; Alfresco Software Alfresco; Autonomy iManage WorkSite; Cabinet NG CNG-SAFE; Computhink ViewWise; Conarc iChannel; Day Software CQ5 Web Content Management; DB Tech RAS; Doc.It DM; Document imaging software; Document indexing software; Document management system software; DocuSign eSignature; EMC Document Sciences xPression; EMC Documentum; Enterprise report management ERM software; Ever Team EverSuite Content Management; Fabasoft Folio; FileHold Systems FileHold; FileVision; Hewlett Packard Exstream Dialogue; Hyland Software OnBase; Laserfiche Rio; Newgen Software Technologies OmniDocs; Objectif Lune PlanetPress Suite; Objective Electronic Document Management; Open Text Web Solutions; OpenDocMan; Oracle Universal Content Management; Personable Workflow DMS; Records management software; SAP DMS; Saperion ECM; Systemware; Thomson Reuters FileCabinet CS; Treeno Software Treeno Content Server; Westbrook Fortis; Xerox DocuShare; Xythos Enterprise Document Management Suite
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Electronic mail software -
IBM Notes; Microsoft Outlook
- Enterprise application integration software - Extensible markup language XML 🔥; SAP BusinessObjects Data Integrator
- Enterprise resource planning ERP software - Business process management BPM software; IBM BPM Blueprint; Microsoft Dynamics 🔥; Oracle PeopleSoft Financials; Pegasystems SmartBPM; SAP ERP Financials
- Filesystem software - File system software
- File versioning software - Version control software
- Graphics or photo imaging software - Adobe Photoshop 🔥
- Object or component oriented development software - Apache Groovy; Oracle Java 🔥; Perl 🔥; SAP PowerBuilder
-
Office suite software -
Microsoft Office software
- Operating system software - IBM MVS; Linux 🔥; Microsoft Windows 🔥; UNIX 🔥
- Optical character reader OCR or scanning software - Optical character recognition OCR software
-
Presentation software -
Microsoft PowerPoint
- Process mapping and design software - Microsoft Visio 🔥
- Project management software - Central Desktop; Microsoft Project 🔥
- Requirements analysis and system architecture software - Unified modeling language UML
- Sales and marketing software - Google Ads
-
Spreadsheet software -
Microsoft Excel
- Video conferencing software - Google Meet
- Video creation and editing software - Apple Final Cut Pro; WeVideo
- Web page creation and editing software - Adobe Dreamweaver; Google Sites
- Web platform development software - Apache Tomcat 🔥; Hypertext markup language HTML 🔥
-
Word processing software -
Microsoft Word
Occupational Requirements
Work Activities
- Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
- Monitoring Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
- Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Inspecting Equipment, Structures, or Materials - Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.
- Estimating the Quantifiable Characteristics of Products, Events, or Information - Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.
- Judging the Qualities of Objects, Services, or People - Assessing the value, importance, or quality of things or people.
- Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
- Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
- Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
- Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.
- Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
- Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.
- Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.
- Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.
- Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Performing General Physical Activities - Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling materials.
- Handling and Moving Objects - Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.
- Controlling Machines and Processes - Using either control mechanisms or direct physical activity to operate machines or processes (not including computers or vehicles).
- Operating Vehicles, Mechanized Devices, or Equipment - Running, maneuvering, navigating, or driving vehicles or mechanized equipment, such as forklifts, passenger vehicles, aircraft, or watercraft.
- Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment - Providing documentation, detailed instructions, drawings, or specifications to tell others about how devices, parts, equipment, or structures are to be fabricated, constructed, assembled, modified, maintained, or used.
- Repairing and Maintaining Mechanical Equipment - Servicing, repairing, adjusting, and testing machines, devices, moving parts, and equipment that operate primarily on the basis of mechanical (not electronic) principles.
- Repairing and Maintaining Electronic Equipment - Servicing, repairing, calibrating, regulating, fine-tuning, or testing machines, devices, and equipment that operate primarily on the basis of electrical or electronic (not mechanical) principles.
- Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
- Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.
- Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Communicating with People Outside the Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
- Selling or Influencing Others - Convincing others to buy merchandise/goods or to otherwise change their minds or actions.
- Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
- Performing for or Working Directly with the Public - Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
- Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.
- Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members.
- Training and Teaching Others - Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.
- Guiding, Directing, and Motivating Subordinates - Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
- Coaching and Developing Others - Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
- Providing Consultation and Advice to Others - Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
- Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Staffing Organizational Units - Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.
- Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.
Detailed Work Activities
- Develop procedures for data management.
- Develop procedures for data entry or processing.
- Prepare data for analysis.
- Retrieve information from electronic sources.
- Develop performance metrics or standards related to information technology.
- Document operational procedures.
- Implement security measures for computer or information systems.
- Manage documentation to ensure organization or accuracy.
- Develop testing routines or procedures.
- Monitor operational activities to ensure compliance with regulations or standard operating procedures.
- Update knowledge about emerging industry or technology trends.
- Collect data about customer needs.
- Document technical specifications or requirements.
- Monitor the security of digital information.
- Provide technical support for software maintenance or use.
- Recommend changes to improve computer or information systems.
- Prepare instruction manuals.
- Analyze data to identify or resolve operational problems.