Ensure proper document management

Guarantee that the tracking and recording standards and rules for document management are followed, such as ensuring that changes are identified, that documents remain readable and that obsoleted documents are not used.

double-check document management
control record keeping system
ensure management of proper documents
ensure proper management of documents

skill/competence

cross-sector

Ensure proper document management is an essential skill of the following occupations:

Administrative assistant: Administrative assistants perform administrative and office support for supervisors. They perform a variety of tasks, such as answering telephone calls, receiving and directing visitors, ordering office supplies, maintaining the office facilities running smoothly, and ensuring that equipment and appliances work properly.
ICT security administrator: ICT security administrators plan and carry out security measures to protect information and data from unauthorised access, deliberate attack, theft and corruption.
File clerk: File clerks are in charge of maintaining records of a company and managing forms and information. They organise and retrieve documents when necessary and ensure an efficient working system.
ICT security technician: ICT security technicians propose and implement necessary security updates and measures whenever is required. They advise, support, inform and provide training and security awareness.
Mobile devices technician: Mobile devices technicians carry out proper fault diagnosis to improve the quality of mobile devices and repair them. They provide information related to a number of services, including warranties and after-sale services.
Case administrator: Case administrators supervise the progress of criminal and civil cases from the point of opening to closing. They review the case files and case progression to ensure proceedings occur compliant with legislation. They also ensure the proceedings occur in a timely manner and that everything has been concluded before closing cases.
ICT system integration consultant: ICT system integration consultants advise on bringing together different systems to interoperate within an organisation for enabling data sharing and reducing redundancy.

Foreign language correspondence clerk: Foreign language correspondence clerks read and reply to a company’s correspondence in foreign languages. They also perform clerical duties.

Ensure proper document management is optional for these occupations. This means knowing this skill may be an asset for career advancement if you are in one of these occupations.

Telecommunications technician: Telecommunications technicians install, test, maintain and troubleshoot telecommunications systems. They repair or replace defective devices and equipment and maintain a safe working environment and a complete inventory of supplies. They also provide user or customer assistance.
 
ICT security consultant: ICT security consultants advise and implement solutions to control access to data and programs. They promote a safe exchange of information.

Court clerk: Court clerks provide assistance to judges in a court institution. They handle enquiries on court proceedings, and assist judges in various tasks such as performing legal research in preparation of cases or writing opinion pieces. They also contact parties involved in cases and brief judges and other court officials.
Typist: Typists operate computers to type and revise documents and compile material to be typed, such as correspondence, reports, statistical tables, forms, and audios. They read instructions accompanying material or follow verbal instructions to determine requirements such as number of copies needed, priority and desired format.
Bank teller: Bank tellers deal most frequently with customers of the bank. They promote the banks products and services, and provide information about the customers personal accounts and related transfers, deposits, savings etc. They order bank cards and checks for the customers, receive and balance cash and checks and ensure compliance with internal policies. They work on client accounts, deal with payments and manage the use of vaults and safe deposit boxes
Financial manager: Financial managers handle all the matters in reference to the finance and investments of a company. They manage financial operations of companies such as the assets, liabilities, equity and cash flow aiming to maintain the financial health of the company and operative viability. Financial managers evaluate the strategic plans of the company in financial terms, maintain transparent financial operations for taxation and auditing bodies, and create the financial statements of the company at the end of the fiscal year.
Credit manager: Credit managers oversee the application of credit policy in the bank. They decide the credit limits to be imposed, the reasonable levels of risk accepted and the conditions and terms of payment made to the customers. They control the collection of payments from their customers and manage the credit department of a bank.
Investment adviser: Investment advisers are professionals who offer transparent advice by recommending suitable solutions on financial matters to their clients. They advise on investing pension or free funds in securities such as stocks, bonds, mutual funds and exchange-traded funds to customers. Investment advisers serve individuals, households, families and owners of small companies.
Licensing officer: Licensing officers process licence applications and provide advice on licensing legislation. They also perform investigative duties to ensure the applicant is eligible for the requested licence, ensure licence fees are paid in a timely manner, and ensure compliance with legislation.
Court administrator: Court administrators perform managerial tasks in a court institution, such as supervision of staff, administration, communicating with judges and reviewing procedures. They also manage the court’s finances, and oversee maintenance of the facility and equipment.
Scopist: Scopists edit the transcripts created by court reporters in order to make of them a readable professional legal document. They listen or read to the reports given to them in order to apply punctuation, missing words, format, and improve the accuracy of the document.
Office clerk: Office clerks are responsible for performing clerical and administrative duties in an office setting and support of business operations within a department. They assist all the administrative staff, secretaries, and assistants by sorting mail, filing forms and documents, answering phones, greeting clients, scheduling meetings, and serving drinks.
Grants management officer: Grants management officers work professionally in the administration and management of grant funds. They look at grant applications from individuals, charities, community groups or university research departments and decide whether to award funding given out by charitable trusts, government or public bodies or not. However, sometimes they may refer the grant application to a senior officer or committee.
 
Web content manager: Web content managers curate or create content for a web platform according to the long-term strategic goals, policies and procedures for an organisation’s online content or their customers. They control and monitor compliance with standards, legal and privacy regulations and ensure web optimisation. They are also responsible for integrating the work of writers and designers to produce a final layout which is compatible with corporate standards.
Court administrative officer: Court administrative officers perform administrative and assisting duties for the court and judges. They are designated to accept or reject applications for informal probate and informal appointment of a personal representative. They manage case accounts and handle official documents. Court administrative officers perform assisting duties during a court trial, such as calling out the cases and identification of parties, keeping notes, and recording orders from the judge..
Passport officer: Passport officers provide passports and other travel documents such as certificates of identity and refugee travel documents. They also keep record of all provided passports.
Court reporter: Court reporters type in word processors or any other software each one of the words mentioned in the courtroom. They transcript the hearings that take place in court in order to issue the official hearings of the legal case. They allow that the case can be further studied by the parties in an accurate fashion.
Grants administrator: Grants administrators handle the pass-through track of grants, often given out by the government to the grant recipient. They prepare the paperwork such as the grant applications and give out the grants. They are also responsible to make sure that the grant recipient spends the money correctly according to the terms laid out.
Vineyard cellar master: Vineyard cellar masters are responsible for vineyard cellars from the entry of grapes to on-site bottling and distribution. They ensure quality at all stages, in compliance with regulations and laws.

Insurance underwriter: Insurance underwriters assess business risks and liability policies and make decisions about commercial property. They inspect the conditions of businesses’ properties, analyse inspection policies, assist with real estate and rent issues, prepare loan contracts and handle commercial risks in order to align them with business practices. Insurance underwriters analyse various information from prospective customers in order to assess the likelihood that they will report a claim. They work to minimise risk for the insurance company and make sure that the insurance premium aligns with the associated risks. They can be specialists in life insurance, health insurance, reinsurance, commercial insurance, mortgage insurance.
Investment clerk: Investment clerks assist with the administration of investments such as stocks, bonds or other securities and perform general clerical duties in the investment sector of a financial company.

References

1. Ensure proper document management – ESCO