Document Management Specialists
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
- Monitor regulatory activity to maintain compliance with records and document management laws.
- Write, review, or execute plans for testing new or established document management systems.
- Search electronic sources, such as databases or repositories, or manual sources for information.
- Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
- Propose recommendations for improving content management system capabilities.
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
- 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
Occupational Requirements
Work Activities
- Working with Computers:Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- 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.
- Communicating with Supervisors, Peers, or Subordinates:Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Getting Information:Observing, receiving, and otherwise obtaining information from all relevant sources.
- Documenting/Recording Information:Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Detailed Work Activities
- Analyze data to identify or resolve operational problems.
- Collect data about customer needs.
- Develop performance metrics or standards related to information technology.
- Develop procedures for data entry or processing.
- Develop procedures for data management.
Work Context
- Electronic Mail:100% responded"Every day"
- Telephone:74% responded"Every day"
- Indoors, Environmentally Controlled:61% responded"Every day"
- Face-to-Face Discussions:59% responded"Every day"
- Work With Work Group or Team:56% responded"Very important"
Worker Requirements
Skills
- Reading Comprehension:Understanding written sentences and paragraphs in work-related documents.
- Active Listening:Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Critical Thinking:Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
- Writing:Communicating effectively in writing as appropriate for the needs of the audience.
- Complex Problem Solving:Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Knowledge
- English Language:Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Administration and Management:Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
- Computers and Electronics:Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
- Customer and Personal Service:Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Administrative:Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
Education
How much education does a new hire need to perform a job in this occupation? Respondents said:
- 60%Bachelor's Degree
- 15%Master's Degree
- 10%Associate's Degree (or other 2-year degree)
- 10%Post-Baccalaureate Certificate - awarded for completion of an organized program of study; designed for people who have completed a Baccalaureate degree but do not meet the requirements of academic degrees carrying the title of Master.
Worker Characteristics
Abilities
- Oral Comprehension:The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Oral Expression:The ability to communicate information and ideas in speaking so others will understand.
- Written Comprehension:The ability to read and understand information and ideas presented in writing.
- Inductive Reasoning:The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
- Information Ordering:The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Interests
- Conventional:Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
Work Values
- Achievement:Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.
- Support:Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
- Working Conditions:Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Work Styles
- Attention to Detail:Job requires being careful about detail and thorough in completing work tasks.
- Integrity:Job requires being honest and ethical.
- Dependability:Job requires being reliable, responsible, and dependable, and fulfilling obligations.
- Cooperation:Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
- Analytical Thinking:Job requires analyzing information and using logic to address work-related issues and problems.
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