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
Tasks | Technology Skills | Tools Used | Knowledge | Skills | Abilities | Work Activities | Detailed Work Activities | Work Context | Job Zone | Education | Credentials | Interests | Work Styles | Work Values | Wages & Employment | Job Openings | Additional Information
- 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.
Find occupations related to multiple tasks
- Analytical or scientific software — CAPSYS Capture; EMC Captiva; Microsoft Office Document Imaging; Office Gemini Diamond Vision (see all 5 examples)
- Application server software — Oracle WebLogic
- 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; Microsoft Access ; Microsoft SQL Server ; Vertafore ImageRight (see all 5 examples)
- Data compression software — File compression software
- Data mining software — Google Analytics
- Desktop communications software — Skype
- Desktop publishing software — Adobe Systems Adobe InDesign
- Development environment software — Microsoft .NET Framework ; Microsoft Visual Basic ; Oracle SQL Developer
- Document management software — Adobe Systems Adobe Acrobat ; Alfresco Software Alfresco; FileHold Systems FileHold; Records management software (see all 41 examples)
- Electronic mail software — IBM Notes ; Microsoft Outlook
- Enterprise application integration software — Extensible markup language XML ; IBM WebSphere MQ; SAP BusinessObjects Data Integrator
- Enterprise resource planning ERP software — Business process management BPM software; Microsoft Dynamics ; Oracle PeopleSoft Financials; SAP ERP Financials (see all 6 examples)
- File versioning software — Version control software
- Filesystem software — File system software
- Graphics or photo imaging software — Adobe Systems Adobe Photoshop ; Microsoft Visio
- Object or component oriented development software — Apache Groovy ; Oracle Java ; Practical extraction and reporting language Perl ; SAP PowerBuilder
- 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
- Project management software — Central Desktop; Microsoft Project ; Microsoft SharePoint
- Requirements analysis and system architecture software — Unified modeling language UML
- Sales and marketing software — Google AdWords
- 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 Systems Adobe Dreamweaver; Google Sites
- Web platform development software — Apache Tomcat ; Hypertext markup language HTML
- Word processing software — Microsoft Word
Hot Technology — a technology requirement frequently included in employer job postings.
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- 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.
- Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
- Law and Government — Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
- Education and Training — Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
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- 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.
- Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
- Systems Analysis — Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
- Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
- Systems Evaluation — Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
- Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
- Speaking — Talking to others to convey information effectively.
- Time Management — Managing one’s own time and the time of others.
- Coordination — Adjusting actions in relation to others’ actions.
- Instructing — Teaching others how to do something.
- Learning Strategies — Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
- Service Orientation — Actively looking for ways to help people.
- Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do.
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- 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).
- 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 there is a problem.
- Written Expression — The ability to communicate information and ideas in writing so others will understand.
- 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).
- 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 Recognition — The ability to identify and understand the speech of another person.
- 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.
- Selective Attention — The ability to concentrate on a task over a period of time without being distracted.
- Speech Clarity — The ability to speak clearly so others can understand you.
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- Interacting 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.
- Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
- Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
- Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
- Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
- Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Developing Objectives and Strategies — Establishing long-range objectives and specifying the strategies and actions to achieve them.
- Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
- Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.
- 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.
- Coaching and Developing Others — Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
- Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
- Communicating with Persons Outside 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.
- Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
- Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
- 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 Things, Services, or People — Assessing the value, importance, or quality of things or people.
- Guiding, Directing, and Motivating Subordinates — Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
- 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.
- Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.
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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.
- Develop testing routines or procedures.
- Manage documentation to ensure organization or accuracy.
- Monitor operational activities to ensure compliance with regulations or standard operating procedures.
- Collect data about customer needs.
- Update knowledge about emerging industry or technology trends.
- 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.
Find occupations related to multiple detailed work activities
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- Electronic Mail — 100% responded “Every day.”
- Telephone — 74% responded “Every day.”
- Face-to-Face Discussions — 59% responded “Every day.”
- Work With Work Group or Team — 56% responded “Very important.”
- Spend Time Sitting — 50% responded “More than half the time.”
- Importance of Being Exact or Accurate — 45% responded “Very important.”
- Letters and Memos — 37% responded “Every day.”
- Structured versus Unstructured Work — 55% responded “Some freedom.”
- Contact With Others — 47% responded “Contact with others most of the time.”
- Freedom to Make Decisions — 45% responded “Some freedom.”
- Indoors, Environmentally Controlled — 61% responded “Every day.”
- Time Pressure — 40% responded “Once a week or more but not every day.”
- Coordinate or Lead Others — 28% responded “Extremely important.”
- Duration of Typical Work Week — 79% responded “40 hours.”
- Importance of Repeating Same Tasks — 32% responded “Important.”
- Impact of Decisions on Co-workers or Company Results — 35% responded “Minor results.”
- Frequency of Decision Making — 32% responded “Once a year or more but not every month.”
- Level of Competition — 47% responded “Moderately competitive.”
- Responsibility for Outcomes and Results — 32% responded “Limited responsibility.”
- Degree of Automation — 44% responded “Moderately automated.”
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|Title||Job Zone Four: Considerable Preparation Needed|
|Education||Most of these occupations require a four-year bachelor’s degree, but some do not.|
|Related Experience||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.|
|Job Training||Employees in these occupations usually need several years of work-related experience, on-the-job training, and/or vocational training.|
|Job Zone Examples||Many of these occupations involve coordinating, supervising, managing, or training others. Examples include real estate brokers, sales managers, database administrators, graphic designers, chemists, art directors, and cost estimators.|
|SVP Range||(7.0 to < 8.0)|
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Percentage of Respondents
|Education Level Required|
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Interest code: C Want to discover your interests? Take the O*NET Interest Profiler at My Next Move.
- 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.
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- 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.
- Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
- Initiative — Job requires a willingness to take on responsibilities and challenges.
- Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
- Persistence — Job requires persistence in the face of obstacles.
- Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
- Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.
- Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
- Independence — Job requires developing one’s own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
- Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
- Concern for Others — Job requires being sensitive to others’ needs and feelings and being understanding and helpful on the job.
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- 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.
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