QMS Document Control/Calibration Technician

A Document Control Technician is responsible for managing, organizing, and maintaining documents within a company or organization. They play a crucial role in ensuring that all documentation is accurately filed, accessible, and in compliance with industry standards, regulations, and company policies.

Key Responsibilities:

• Document Management:
  • Organize and Maintain Records: Ensure that all physical and electronic documents are properly labelled, filed, and stored for easy retrieval.
  • Document Tracking: Maintain logs of incoming and outgoing documents, track revisions, and monitor the status of documents through different stages (e.g., drafting, review, approval, distribution).
  • Version Control: Implement and track version control systems for documents to ensure that the most current and approved versions are accessible, while older versions are archived appropriately.
• Document Distribution and Access:
  • Distribute Documents: Ensure that documents are properly distributed to relevant teams, departments, or stakeholders as needed, following company protocols.
  • Access Control: Monitor and enforce access control for sensitive or confidential documents, ensuring that only authorized personnel can view or modify them.
• Compliance and Quality Assurance:
  • Adhere to Standards and Procedures: Ensure that all documents follow organizational standards, regulatory requirements, and legal guidelines (e.g., ISO, FDA, OSHA).
  • Ensure Accuracy: Verify that all documents are accurate, complete, and up-to-date before they are finalized or distributed.
  • Audit and Review: Regularly conduct audits to ensure that documents are compliant with company policies and regulations. Help with internal or external audits by providing requested documents and ensuring they meet quality standards.
• Document Retrieval and Search:
  • Efficient Document Retrieval: Assist employees or teams in retrieving the documents they need, ensuring that the process is quick and efficient.
  • Maintain Document Database: Maintain an electronic database or document management system to ensure fast, accurate document retrieval and reduce manual paperwork.
• Archiving and Retention:
  • Document Archiving: Ensure that outdated or completed documents are archived according to company policies or industry regulations. This may include physical or electronic archiving.
  • Records Retention: Manage records retention schedules to ensure documents are kept for the required period before being destroyed or archived.
• Collaboration and Communication:
  • Liaise with Other Departments: Work closely with departments such as Quality Assurance, Engineering, Legal, or Operations to ensure that documents are compliant, accurate, and properly handled.
  • Support Teams: Provide support to project teams by managing documents related to specific projects, including contracts, blueprints, technical drawings, or procedural manuals.
• Training and Support:
  • Train Employees: Provide training or guidance to staff on document management systems, policies, and best practices to ensure adherence to company standards.
  • Provide Technical Support: Troubleshoot document management system issues and assist with document uploads, retrieval, and general system use.

Skills and Qualifications:

• Attention to Detail: A keen eye for accuracy, ensuring that all documents are correct and up-to-date.
• Organization: Strong organizational skills to manage large volumes of documents and maintain order in both physical and digital files.
• Communication Skills: The ability to communicate effectively with different departments and external partners, especially in regard to document distribution and updates.
• Confidentiality and Security Awareness: Understanding of the importance of maintaining the confidentiality and security of sensitive or proprietary information.

Regulatory Knowledge: Familiarity with industry standards (such as ISO 9001) or specific regulations is often required.