Built on Collaboration

Something we're big on is championing the role of the document controller. Traditionally the role has been seen as an admin position, often filled by a fairly junior recruit. However the increase in size and complexity of projects has elevated this role to be something far more important. They are now a crucial, integral part of the team that can improve efficiency, manage risk and help drive change. In some ways, I think the growth in online document management systems has allowed this progression to take place.

It has meant that document controllers need to be experts on the system they are using. With their knowledge of the system, they are relied upon to provide input into good practice document management processes and then oversee implementation. This requires in-depth industry knowledge, IT savvy, consulting ability and no shortage of communication skills, as they coerce and cajole team members into good document management practice and good use of the system.

As the project is underway, the document controller becomes the custodian of the flow of information, essentially the lifeblood of the project. In today's climate, with smaller margins, tighter timeframes and greater risks, this role has to be performed to the highest standard. If there is a dispute, parties rely on the document controller to have implemented procedures that capture all correspondence and documentation, with an audit trail of what happened and what was agreed upon. They essentially become mediators in settling disputes and if their job hasn't been done properly throughout the project, it can be expensive for parties involved.

Despite this general re-rating of their stock, it's clear that the value of the document controller is viewed very differently from one country to another. I'll discuss this more in a future post.

Labels: Good practice