Document Controller, EDMS & Regulatory Compliance
Overview
You will own the document control framework for a municipal infrastructure program, managing the lifecycle of critical project, regulatory, and compliance documents across departments. You will lead initiatives to standardize templates, taxonomies, and metadata while driving automation with Power Automate and Nintex. You will mentor junior staff and serve as the subject matter expert on SharePoint, OpenText, or Documentum, ensuring version integrity and audit readiness. This role stands out for its strategic scope: you will shape document governance, not just maintain it.
What You'll Do10
- 1Design and implement standardized templates, controlled vocabularies, and taxonomies in SharePoint to support cross-departmental consistency and searchability.
- 2Build and maintain structured databases using Microsoft Access, SQL Server, or Oracle to optimize storage, access, and reporting of document metadata.
- 3Lead document control projects, including system upgrades and process improvements, to align with ISO, FDA, or GMP regulatory standards.
- 4Enforce version control and change management procedures, ensuring only approved documents are visible across all systems.
- 5Categorize and integrate technical drawings and CAD files into the EDMS, ensuring proper indexing and retrieval.
- 6Develop and refine metadata schemas to improve document classification and search efficiency, reducing retrieval time by 20% in the first quarter.
- 7Deploy workflow automations with Power Automate or Nintex to streamline approval cycles and reduce manual handoffs.
- 8Administer role-based access controls and encryption protocols to protect sensitive data and comply with information security policies.
- 9Partner with project management and IT to lead process optimization initiatives that cut document cycle times by 15%.
- 10Conduct audits and support audit responses by preparing accurate document sets and evidence trails.
Requirements10
- 13+ years in document control or records management within a regulated environment (transportation, public works, or municipal projects).
- 2Proficiency in SharePoint, OpenText, or Documentum with hands-on configuration and workflow support.
- 3Strong command of Microsoft Access, SQL Server, or Oracle for database design and querying.
- 4Experience with multiple file types, including PDFs, DOCX, XLSX, and CAD files, and their conversions.
- 5Expertise in Power Automate or Nintex to build and deploy automation workflows.
- 6Understanding of metadata structures, taxonomies, and indexing strategies for large document sets.
- 7Ability to interpret and manage technical drawings and specifications.
- 8Knowledge of data security best practices: encryption, role-based access, and secure transfer protocols.
- 9Proven track record of leading process improvement initiatives and training colleagues.
- 10Bachelor's degree in Civil Engineering, Information Management, or related field (preferred).
Salary Insight
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