A documentation specialist normally works with a company that requires the maintenance of an extensive amount of written communication, policy briefs, records and systems specifications or manuals. This is typically an office-based job, and one that requires an individual to have excellent organizational skills.
Documentation specialists work to ensure the proper storage and maintenance of a company’s documentation. Documentation specialists normally work within an organization’s systems to find the best method and format for their documentation work. Their job is not only to organize existing documentation according to these specifications, but also to make sure that new items that are generated are properly stored as well.
Documentation specialists also must evaluate documents for proper categorization. They must be proficient with computers, as even physical documents are normally computer-mapped for location. The specialists will also need to adapt existing documents to a variety of formats for ease of use when needed by other departments in the company. Additionally, document specialists may be required to generate and maintain systems manuals, outlines and guidelines for a company, and to have those readily available. As such, written communications skills are integral to this kind of position.
One usually finds documentation specialists employed in places that maintain case files (such as clinics or large law offices), with insurance companies, or working in government sectors that specialize in areas such as licenses and titles. The educational requirements for documentation specialists are normally a two- or four-year college degree, depending on the hiring organization. Some companies may also look for some prior experience in the field. Finally, document specialists should expect to work fairly normal business hours on weekdays.
Documentation Specialist Tasks
- Confirm that all submitted documentation is accurate and complete.
- Review site policies, operating procedures, work instructions and forms for format consistency.
- Maintain revision control and tracking for controlled documents.
- Review documents and written external communication for format, consistency and compliance with existing procedures.
- Train staff on document control policies and procedures.