Neena Raj Jul 22, 2025

Roles and Responsibilities of a Document Controller

Document controllers manage the flow of documents in an organization, ensuring regulatory compliance. They are responsible for creating, reviewing, approving, distributing, retrieving, and archiving documents as per the organizational policies. They play a significant role in the smooth execution of projects by systematically handling documents as per project standards.

Document controllers must maintain the integrity, accuracy, accessibility, and security of a company’s documentation process. There is a steady demand for document controllers in industries such as construction, manufacturing, pharmaceuticals, and IT. Considering a job role as a Document Controller? The following are the essential roles and responsibilities of a Document Controller!

Manage the lifecycle of all corporate documents
Enforce documentation control procedures
Ensure all documents meet quality and formatting standards
Reduce the risks associated with missing or outdated documents
Serve as a communication bridge between stakeholders and the project team
Choosing the right Electronic Document Management System (EDMS) Platform

Key Roles and Responsibilities of a Document Controller

Let’s delve deeply into the roles and responsibilities of a Document Controller:

1. Manage the lifecycle of all corporate documents:

It is the primary responsibility of a Document Controller to manage the lifecycle of all project and corporate documents. The process of document management involves,

To organize and classify documents in a systematic manner.
To ensure all documents are accurate and up to date.
To check whether the draft is under review or approved.
To meticulously track the status of the project-related documents.

Gain expertise in the Document Lifecycle Management (DLM) by enrolling in the Document Controller Course.

2. Enforce documentation control procedures:

Document Controllers enforce document control procedures through the following procedures

Ensuring documentation practices comply with industry standards.
Creating numbering systems and document templates to maintain records.
Ensuring the documentation procedure is according to the client's requirements.
Preparing documents for external & internal audits and keeping audit trails.

Document Controllers establish control procedures to ensure consistency and compliance. Business Compliance Courses will help in strengthening your knowledge of industry laws and standards.

3. Ensure all documents meet quality and formatting standards

Document Controllers ensure documents meet quality and formatting standards by,

Ensuring that the correct signatures and approvals are obtained before the release of documents.
Coordinating with technical and management teams for document reviews.
Ensure secure handling of confidential/sensitive/ classified documents.
Checking the completeness and grammar, and technical accuracy of reports.

Enrolling in the Business Report Writing course will help you enhance the quality of documents.

4. Reduce the risks associated with missing or outdated documents

A document controller is responsible for reducing the risks associated with missing or outdated documents. This includes,

Cataloging and storing both physical and digital files.
Setting retention schedules for different document types.
Disposing of obsolete documents in compliance with company regulations.
Ensure effective archiving so that project documents can be retrieved after years of project completion.

Pursuing Project Management Certifications like PMP will boost your project management skills and enhance your career prospects.

5. Serve as a communication bridge between stakeholders and the project team

Document controllers serve as a communication bridge between stakeholders and the project team by:

Responding to document-related queries on time.
Keeping track of incoming and outgoing documents.
Ensuring timely access to updated documents.
Distributing documents to the stakeholders.

Proficiency in Advanced Excel can significantly enhance your ability to document and present numerical data to stakeholders.

6. Choosing the Right Electronic Document Management System (EDMS) Platform:

With the rise in digital technologies, it has become necessary for Document Controllers to master Electronic Document Management System (EDMS). A Document Controller is responsible for uploading, tagging, and organising documents in the EDMS. The following are some of the popular Electronic Document Management Systems.

SharePoint
DocuWare
Aconex
Procore

Document Controllers manage user access and backups in the EDMS. They also train the team members on how to use EDMS.

Essential Soft Skills Required For Document Controller Job Role:

Check out the essential soft skills that a Document Controller should have to excel in their job role:

Attention to Detail: A Document Controller job role requires meticulous attention to ensure accuracy and minimize errors in the documentation process.
Time Management Skills: A Document Controller should have excellent time management skills to prioritize tasks, meet deadlines, and work under tight schedules. The Time Management Course will help you acquire skills to manage your time effectively.
Written Communication Skills: A Document Controller must be highly skilled to write clear and concise reports for auditors, stakeholders, and project managers. You can join the Business Writing course to enhance your writing skills.
Verbal Communication Skills: It is equally important to have verbal communication skills for effective interaction with clients, internal teams, and key stakeholders. Business English Course will give you the confidence to communicate effectively in professional settings.
Problem-Solving Skills: Having problem-solving skills is essential for a document controller to identify issues related to document control procedures. Enrol in the Soft Skills Course to excel in your job role.

Do you want to enhance your soft skills for a Document Controller job?

Start with Edoxi’s Soft Skills Training!

Salaries of Document Controllers- Country Wise

Let’s look into the average salaries of Document Controllers across various countries

Country	Average Salary
UAE	AED 4,962 Per Month
Saudi Arabia	SAR 5,000 Per Month
Qatar	QAR 6,404 Per Month
Oman	OMR 1757 Per Month
Kuwait	KWD 726 Per Month
India	₹ 21,932 Per Month
UK	£4800 Per Month

Final Words:

Industries are looking for Document Controllers who not only have technical proficiency but also possess strong interpersonal skills. Stay up to date with the latest regulations and compliance requirements to stay relevant in today’s job market. The ability to adapt to a changing work environment is essential for the Document Controller job role. Keep upgrading your skill sets and strengthen your resume to enhance your job competency. Good luck!

Want to Start Your Career as a Document Controller?

Join Edoxi’s 24-hour Document Controller Course!

Neena Raj

Neena Raj is an expert trainer with 24 years of experience in enhancing organizational performance through HR, soft skills, and productivity training. Her areas of expertise include organizational behavior and team dynamics, cross-cultural communication, performance management systems, and life coaching and development.

Neena has an MBA in Sales and Marketing from Loyola College, a Diploma in Psychological Counselling, and is currently pursuing a PhD in Psychology. She is also a Certified NLP Trainer and holds several other certifications, including Certified Human Resource Professional (CHRP), Certified Human Resource Manager (CHRM) and Total Quality Management Certification.

Her specialisations include public speaking, emotional intelligence training, Time Management, Leadership Skills and UAE labour law. Neena has delivered public speaking training for many of Dubai’s leading companies and government entities, including the Dubai Health Authority (DHA), Emirates Airlines, DP World and Dubai International Hotel.