The Document Control Manager collaboratively interfaces with project administrators and coordinators, engineers, project managers and various functional groups. This individual is responsible for establishing a procedural framework for storage and management of design and construction documents throughout all phases of a project, including information management processes of submittals, RFIs, and enhanced turnover. Additionally, this role is responsible for developing, managing, and enhancing the document and information management processes and tools, conducting periodic “spot audits” or “over-the-shoulder-reviews” of a functional group’s document control, as well as providing document control training.ResponsibilitiesInterfacing with various functional groups to establish a procedural framework for record management of design and construction documents including electronic and hard copy storage, distribution (internal and external), and version control throughout all phases of the project via the document information system(s). This includes procedural processes for RFIs, submittals, project filing systems, electronic and field site stick sets and enhanced turnover packages.Writing and maintaining document control procedures and participating in the development and roll-out of document control tools, such as scanning hardware, computer software, etc., as well as providing training on tools and software.Manage and facilitate engineering and/or construction project document control setup and kick-off.Ensure the information and management control systems are implemented in compliance with the Client’s standards and is updated to reflect revisions to those standards. Maintain awareness of new Client and/or company initiatives that may impact the control or distribution of information on the project. Ensure the project team members are provided with adequate training and support to enable them to successfully execute the procedures and systems in use. Proactively conduct “spot audits” and “over-the-shoulder-reviews” of project teams to facilitate their understanding of and enhance their compliance to document controls procedures.Train Document Control personnel.Provide Quality Assurance / Quality Control (QA/QC) audits of document control files.Assist with policy discussions, including e-mail recording and retention, video recording and retention, etc.Provide an interface to IT Support for document control issues, which include process enhancements to existing software, developing recommendations for new hardware and/or software that may benefit the document control environment. In general, identify trends and recommend “best practices.”Maintain a watchful and alert attitude toward document control, including ensuring document control representation in project team meetings, developing routine reports and metrics to gauge a project team’s success, and in general being eager and energetic towards establishing and maintaining document control program.
