How to become a Document Management Specialist 2024

Document Management Specialist 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.

Document Management Specialist is Also Know as

In different settings, Document Management Specialist is titled as

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

Education and Training of Document Management Specialist

Document Management Specialist is categorized in Job Zone Four: Considerable Preparation Needed

Experience Required for Document Management Specialist

A considerable amount of work-related skill, knowledge, or experience is needed for these occupations. For example, an accountant must complete four years of college and work for several years in accounting to be considered qualified.

Education Required for Document Management Specialist

Most of these occupations require a four-year bachelor's degree, but some do not.

Degrees Related to Document Management Specialist

Training Required for Document Management Specialist

Employees in these occupations usually need several years of work-related experience, on-the-job training, and/or vocational training.

Related Ocuupations

Some Ocuupations related to Document Management Specialist in different industries are

What Do Document Management Specialist do?

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.
Prepare support documentation and training materials for end users of document management systems.
Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.
Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.
Document technical functions and specifications for new or proposed content management systems.
Develop, document, or maintain standards, best practices, or system usage procedures.
Consult with end users regarding problems in accessing electronic content.
Conduct needs assessments to identify document management requirements of departments or end users.
Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
Assist in the assessment, acquisition, or deployment of new electronic document management systems.
Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
Analyze, interpret, or disseminate system performance data.
Operate data capture technology to import digitized documents into document management system.
Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
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 or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
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.
Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.

Qualities of Good Document Management Specialist

Oral Expression: The ability to communicate information and ideas in speaking so others will understand.
Oral Comprehension: The ability to listen to and understand information and ideas presented through spoken words and sentences.
Written Comprehension: The ability to read and understand information and ideas presented in writing.
Written Expression: The ability to communicate information and ideas in writing so others will understand.
Problem Sensitivity: The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem.
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).
Deductive Reasoning: The ability to apply general rules to specific problems to produce answers that make sense.
Category Flexibility: The ability to generate or use different sets of rules for combining or grouping things in different ways.
Near Vision: The ability to see details at close range (within a few feet of the observer).
Speech Recognition: The ability to identify and understand the speech of another person.
Flexibility of Closure: The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
Speech Clarity: The ability to speak clearly so others can understand you.
Selective Attention: The ability to concentrate on a task over a period of time without being distracted.
Fluency of Ideas: The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
Originality: The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
Perceptual Speed: The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
Speed of Closure: The ability to quickly make sense of, combine, and organize information into meaningful patterns.
Visualization: The ability to imagine how something will look after it is moved around or when its parts are moved or rearranged.
Time Sharing: The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
Mathematical Reasoning: The ability to choose the right mathematical methods or formulas to solve a problem.
Memorization: The ability to remember information such as words, numbers, pictures, and procedures.
Finger Dexterity: The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects.
Far Vision: The ability to see details at a distance.
Number Facility: The ability to add, subtract, multiply, or divide quickly and correctly.
Visual Color Discrimination: The ability to match or detect differences between colors, including shades of color and brightness.
Control Precision: The ability to quickly and repeatedly adjust the controls of a machine or a vehicle to exact positions.
Manual Dexterity: The ability to quickly move your hand, your hand together with your arm, or your two hands to grasp, manipulate, or assemble objects.
Hearing Sensitivity: The ability to detect or tell the differences between sounds that vary in pitch and loudness.
Arm-Hand Steadiness: The ability to keep your hand and arm steady while moving your arm or while holding your arm and hand in one position.
Auditory Attention: The ability to focus on a single source of sound in the presence of other distracting sounds.
Depth Perception: The ability to judge which of several objects is closer or farther away from you, or to judge the distance between you and an object.
Trunk Strength: The ability to use your abdominal and lower back muscles to support part of the body repeatedly or continuously over time without "giving out" or fatiguing.
Wrist-Finger Speed: The ability to make fast, simple, repeated movements of the fingers, hands, and wrists.
Spatial Orientation: The ability to know your location in relation to the environment or to know where other objects are in relation to you.
Sound Localization: The ability to tell the direction from which a sound originated.
Glare Sensitivity: The ability to see objects in the presence of a glare or bright lighting.
Peripheral Vision: The ability to see objects or movement of objects to one's side when the eyes are looking ahead.
Night Vision: The ability to see under low-light conditions.
Gross Body Equilibrium: The ability to keep or regain your body balance or stay upright when in an unstable position.
Gross Body Coordination: The ability to coordinate the movement of your arms, legs, and torso together when the whole body is in motion.
Dynamic Flexibility: The ability to quickly and repeatedly bend, stretch, twist, or reach out with your body, arms, and/or legs.
Extent Flexibility: The ability to bend, stretch, twist, or reach with your body, arms, and/or legs.
Stamina: The ability to exert yourself physically over long periods of time without getting winded or out of breath.
Dynamic Strength: The ability to exert muscle force repeatedly or continuously over time. This involves muscular endurance and resistance to muscle fatigue.
Explosive Strength: The ability to use short bursts of muscle force to propel oneself (as in jumping or sprinting), or to throw an object.
Static Strength: The ability to exert maximum muscle force to lift, push, pull, or carry objects.
Speed of Limb Movement: The ability to quickly move the arms and legs.
Reaction Time: The ability to quickly respond (with the hand, finger, or foot) to a signal (sound, light, picture) when it appears.
Rate Control: The ability to time your movements or the movement of a piece of equipment in anticipation of changes in the speed and/or direction of a moving object or scene.
Response Orientation: The ability to choose quickly between two or more movements in response to two or more different signals (lights, sounds, pictures). It includes the speed with which the correct response is started with the hand, foot, or other body part.
Multilimb Coordination: The ability to coordinate two or more limbs (for example, two arms, two legs, or one leg and one arm) while sitting, standing, or lying down. It does not involve performing the activities while the whole body is in motion.

Tools Used by Document Management Specialist

Cloud computing servers
Computer hard disk drives
Content servers
Magneto optical drives
Scanners
Tape libraries

Technology Skills required for Document Management Specialist

Ademero Content Central
Adobe Acrobat
Adobe Dreamweaver
Adobe InDesign
Adobe Photoshop
Advanced Processing and Imaging OptiView ECM
Alfresco Software Alfresco
Apache Groovy
Apache Tomcat
Apple Final Cut Pro
Autodesk AutoCAD
Autonomy iManage WorkSite
Business process management BPM software
Cabinet NG CNG-SAFE
CAPSYS Capture
Central Desktop
Computhink ViewWise
Conarc iChannel
Dassault Systemes SolidWorks
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 Captiva
EMC Document Sciences xPression
EMC Documentum
Enterprise report management ERM software
Ever Team EverSuite Content Management
Extensible markup language XML
Fabasoft Folio
File compression software
File system software
FileHold Systems FileHold
FileMaker Pro
FileVision
Google Ads
Google Analytics
Google Meet
Google Sites
Hewlett Packard Exstream Dialogue
Hyland Software OnBase
Hypertext markup language HTML
IBM BPM Blueprint
IBM DB2
IBM FileNet Content Manager
IBM MVS
IBM Notes
IBM WebSphere MQ
Laserfiche Rio
Linux
Microsoft .NET Framework
Microsoft Access
Microsoft Dynamics
Microsoft Excel
Microsoft Office Document Imaging
Microsoft Office software
Microsoft Outlook
Microsoft PowerPoint
Microsoft Project
Microsoft SharePoint
Microsoft SQL Server
Microsoft Visio
Microsoft Visual Basic
Microsoft Windows
Microsoft Word
Newgen Software Technologies OmniDocs
Objectif Lune PlanetPress Suite
Objective Electronic Document Management
Office Gemini Diamond Vision
Open Text Web Solutions
OpenDocMan
Optical character recognition OCR software
Oracle Java
Oracle PeopleSoft Financials
Oracle SQL Developer
Oracle Universal Content Management
Oracle WebLogic Server
Pegasystems SmartBPM
Perceptive Software ImageNow
Perl
Personable Workflow DMS
PTC Creo Parametric
Records management software
SAP Business Objects
SAP BusinessObjects Data Integrator
SAP DMS
SAP ERP Financials
SAP PowerBuilder
Saperion ECM
Skype
Systemware
Teradata Database
Thomson Reuters FileCabinet CS
Thomson Reuters GoFileRoom
Treeno Software Treeno Content Server
Unified modeling language UML
UNIX
Version control software
Vertafore ImageRight
Westbrook Fortis
WeVideo
Xerox DocuShare
Xythos Enterprise Document Management Suite

US Universities

How to become Document Management Specialist in 2024