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Occupation AtlasDocument Management Specialists

O*NET · 15-1299.03

Document Management Specialists

Implement and administer enterprise-wide document management systems and related procedures that allow organizations to capture, store, retrieve, share, and destroy electronic records and documents.

Also called Business Records Manager · Certified Document Imaging Architect · Clinical Documentation Specialist · Commercial Loan Documentation Specialist · Content Specialist · Content Strategist · Credentialing Coordinator · Credentialing Manager
32 more

Document Control Admin · Document Control Administrator (Document Control Admin) · Document Control Clerk · Document Control Coordinator · Document Control Manager · Document Control Specialist · Document Controller · Document Imaging Specialist · Document Management Consultant · Document Management Specialist · Document Management Technician · Document Processor · Document Specialist · Documentation Analyst · Documentation Specialist · ECM Consultant · ECM Consultant (Enterprise Content Management Consultant) · Electronic Content Manager · Enterprise Records Analyst · Knowledge Management Specialist · Loan Documentation Specialist · Quality Document Control Specialist · Quality Documentation Specialist · Record Systems Analyst · Records and Information Management Consultant (RIM Consultant) · Records and Information Management Specialist (RIM Specialist) · Records Manager · Records Specialist · Records Technician · RIM Consultant · RIM Specialist · Technical Documentation Specialist

Job Zone 4 — Considerable Preparation NeededHolland code CIE35 skills on file

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Job Zone

  1. 1
  2. 2
  3. 3
  4. 4
  5. 5

Zone 4: Considerable Preparation Needed

Considerable preparation. Usually a bachelor's degree plus several years of work-related experience, knowledge, or training.

Job Zone is O*NET's rating of how much education, experience and training an occupation typically needs — a property of the work, not of anyone doing it.

Occupational interest profile

CIEConventional · Investigative · Enterprising — the three strongest interests, in order

  • C Conventional6.74
  • I Investigative3.89
  • E Enterprising2.93
  • S Social2.29
  • A Artistic1.81
  • R Realistic1.75

RIASEC (Holland) interests on O*NET's 0–7 scale: what the work draws on, not what any individual prefers. Hover a row for what each dimension means.

Education and experience

The education level respondents say the job requires, and the most common answer for experience and training.

  • High School Diploma or the equivalent5%
  • Associate's Degree or other 2-year degree10%
  • Bachelor's Degree60%
  • Post-Baccalaureate Certificate10%
  • Master's Degree15%
Related work experience
Over 4 years, up to and including 6 years (35%)
On-site or in-plant training
Over 1 month, up to and including 3 months (32%)
On-the-job training
Over 3 months, up to and including 6 months (30%)

Typically associated skills

All 35 O*NET skills, most important first. Importance (1–5) says how much a skill matters here; level (0–7) says how much of it the work calls for, with O*NET's example of a nearby level. Neither is a proficiency rating of a person.

  • Reading Comprehensionbasic3.93.9Level 4 looks like: Understand an email from management describing new personnel policies
  • Active Listeningbasic3.83.9Level 4 looks like: Answer inquiries regarding credit references
  • Writingbasic3.83.9Level 4 looks like: Write an email to staff outlining new directives
  • Critical Thinkingbasic3.83.8Level 4 looks like: Evaluate customer complaints and determine appropriate responses
  • Complex Problem Solving3.63.6Level 4 looks like: Redesign a floor layout to take advantage of new manufacturing techniques
  • Systems Analysis3.63.4Level 4 looks like: Determine how a new piece of equipment will affect production rates
  • Monitoringbasic3.63.1Level 4 looks like: Monitor a meeting and revise the agenda to ensure important topics are discussed
  • Active Learningbasic3.33.3Level 4 looks like: Determine the impact of new menu changes on a restaurant's purchasing requirements
  • Systems Evaluation3.33.3Level 4 looks like: Identify the reasons why a client might be unhappy with a product
  • Judgment and Decision Making3.13.4Level 4 looks like: Evaluate a loan application for degree of risk
  • Time Management3.13.4Level 4 looks like: Allocate the time of subordinates to projects for the coming week
  • Speakingbasic3.13.3Level 4 looks like: Interview applicants to obtain personal and work history
Show the other 23
  • Social Perceptiveness3.03.1Level 4 looks like: Be aware of how a coworker's promotion will affect a work group
  • Coordination3.03.0Level 2 looks like: Schedule appointments for a medical clinic
  • Instructing3.03.0Level 2 looks like: Instruct a new employee in the use of a timekeeping system
  • Learning Strategiesbasic3.03.0Level 2 looks like: Learn a different method of completing a task from a coworker
  • Service Orientation3.03.0Level 2 looks like: Ask customers if they would like a cup of coffee
  • Persuasion2.92.9Level 2 looks like: Solicit donations for a charity
  • Management of Personnel Resources2.82.9Level 2 looks like: Encourage a coworker who is having difficulty finishing a project
  • Negotiation2.82.9Level 2 looks like: Present justification to a manager for altering a work schedule
  • Programming2.51.9Level 2 looks like: Write a program to sort objects in a database
  • Mathematicsbasic2.32.3Level 2 looks like: Count the amount of change to be given to a customer
  • Operations Analysis2.32.3Level 2 looks like: Select a printer for an office
  • Technology Design2.11.8Level 2 looks like: Adjust exercise equipment for use by a customer
  • Management of Material Resources2.01.9Level 2 looks like: Reserve a room for a management meeting
  • Operations Monitoring2.01.9Level 2 looks like: Monitor completion times while running a computer program
  • Management of Financial Resources2.01.6Level 2 looks like: Use available funds to buy office supplies and record the amount of the purchase
  • Quality Control Analysis1.81.0Level 2 looks like: Inspect a draft email for errors (e.g., grammar, punctuation)
  • Sciencebasic1.3—
  • Equipment Maintenance1.0—
  • Equipment Selection1.0—
  • Installation1.0—
  • Operation and Control1.0—
  • Repairing1.0—
  • Troubleshooting1.0—

Tasks

22 core · 1 supplemental

What people in this occupation do, as O*NET records it, core tasks first by importance (1–5).

  1. Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.4.7
  2. Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.4.3
  3. Develop, document, or maintain standards, best practices, or system usage procedures.4.2
  4. Assist in the assessment, acquisition, or deployment of new electronic document management systems.4.2
  5. Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.4.2
  6. Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.4.2
  7. Administer document and system access rights and revision control to ensure security of system and integrity of master documents.4.1
  8. Write, review, or execute plans for testing new or established document management systems.4.0
  9. Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.4.0
  10. Monitor regulatory activity to maintain compliance with records and document management laws.3.9
  11. Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.3.9
  12. Keep abreast of developments in document management technologies and techniques by reviewing current literature, talking with colleagues, participating in educational programs, attending meetings or workshops, or participating in professional organizations or conferences.3.9
Show the other 11
  1. Conduct needs assessments to identify document management requirements of departments or end users.3.8
  2. Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.3.8
  3. Document technical functions and specifications for new or proposed content management systems.3.7
  4. Propose recommendations for improving content management system capabilities.3.6
  5. Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.3.6
  6. Consult with end users regarding problems in accessing electronic content.3.6
  7. Operate data capture technology to import digitized documents into document management system.3.5
  8. Search electronic sources, such as databases or repositories, or manual sources for information.3.4
  9. Prepare support documentation and training materials for end users of document management systems.3.4
  10. Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.3.4
  11. Analyze, interpret, or disseminate system performance data.2.8

Knowledge

Bodies of knowledge the work draws on.

  • Administration and Management3.94.4Level 4 looks like: Monitor progress of a project to ensure timely completion
  • English Language3.94.3Level 4 looks like: Edit an article for a news website
  • Computers and Electronics3.84.6Level 4 looks like: Use a computer to format a document
  • Customer and Personal Service3.64.5Level 4 looks like: Be responsible for 10 children at daycare
  • Administrative3.54.8Level 4 looks like: Type 30 words per minute
  • Law and Government3.53.4Level 4 looks like: Prepare documents and title papers for the purchase of a new house
  • Education and Training3.45.0Level 4 looks like: Lead a quality improvement seminar
  • Mathematics2.83.7Level 4 looks like: Analyze data to determine areas with the highest sales
Show all 33
  • Sales and Marketing2.83.6Level 4 looks like: Introduce clients to a new line of products
  • Communications and Media2.72.9
  • Personnel and Human Resources2.63.2Level 4 looks like: Interview applicants for an administrative position
  • Public Safety and Security2.62.3Level 1 looks like: Use a seatbelt
  • Engineering and Technology2.52.5Level 1 looks like: Install a door lock
  • Economics and Accounting2.42.1Level 1 looks like: Answer billing questions from credit card customers
  • Design2.22.0Level 1 looks like: Draw a straight line 4 3/16 inches long
  • Production and Processing2.22.5Level 1 looks like: Put a computer back into its packing materials
  • Psychology2.12.0Level 1 looks like: Monitor several children on a playground
  • Telecommunications2.01.5Level 1 looks like: Send an email
  • Geography1.81.5Level 1 looks like: Know the capital of the United States
  • History and Archeology1.81.1Level 1 looks like: Take a class in US history
  • Sociology and Anthropology1.81.5Level 1 looks like: Identify two cultures in a story as being different
  • Foreign Language1.71.1Level 1 looks like: Say "please" and "thank you" in a foreign language
  • Transportation1.71.2Level 1 looks like: Ride a train to work
  • Building and Construction1.40.6Level 1 looks like: Choose the proper type of wood for adding a deck onto a house
  • Mechanical1.40.7Level 1 looks like: Replace the filters in a furnace
  • Therapy and Counseling1.40.7Level 1 looks like: Put ice on a sprained ankle
  • Chemistry1.30.6Level 1 looks like: Use a common household bug spray
  • Fine Arts1.3—
  • Philosophy and Theology1.30.6Level 1 looks like: Watch a TV show on family values
  • Physics1.3—
  • Biology1.2—
  • Medicine and Dentistry1.2—
  • Food Production1.1—

Abilities

Enduring capacities the work calls for.

  • Oral Comprehension4.04.0Level 4 looks like: Understand a coach's oral instructions for a sport
  • Oral Expression4.04.0Level 4 looks like: Give instructions to a lost motorist
  • Written Comprehension3.94.0Level 4 looks like: Understand an apartment lease
  • Inductive Reasoning3.83.6Level 4 looks like: Determine the prime suspect based on crime scene evidence
  • Information Ordering3.83.9Level 2 looks like: Follow the correct steps to make change
  • Problem Sensitivity3.83.6Level 4 looks like: Notice from a subtle difference in a client's mood that something is bothering them
  • Written Expression3.84.0Level 4 looks like: Write a job recommendation for a subordinate
  • Deductive Reasoning3.63.6
Show all 52
  • Category Flexibility3.53.3Level 3 looks like: Classify flowers according to size, color, and smell
  • Near Vision3.53.9
  • Flexibility of Closure3.13.0Level 2 looks like: Detect that your phone is ringing while at a concert
  • Speech Recognition3.13.1Level 4 looks like: Identify a former customer's voice over the phone
  • Fluency of Ideas3.03.0Level 2 looks like: Name four different uses for a screwdriver
  • Originality3.03.0Level 2 looks like: Use a credit card to open a locked door
  • Selective Attention3.03.0Level 2 looks like: Answer a business call with coworkers talking nearby
  • Speech Clarity3.03.3Level 4 looks like: Make stadium-wide announcements during a sporting event
  • Perceptual Speed2.92.8Level 2 looks like: Sort mail according to ZIP codes with no time pressure
  • Speed of Closure2.82.6Level 3 looks like: Recognize a song after hearing only the first few notes
  • Mathematical Reasoning2.62.6
  • Time Sharing2.62.6Level 3 looks like: Watch street signs while driving at 30 miles an hour
  • Visualization2.62.9Level 2 looks like: Imagine how to place paper in a printer so that the letterhead comes out on top
  • Finger Dexterity2.52.3Level 2 looks like: Put coins in a parking meter
  • Memorization2.52.4Level 1 looks like: Remember the number on your bus to be sure you get back on the right one
  • Far Vision2.42.6Level 2 looks like: Read a roadside billboard
  • Number Facility2.32.6Level 3 looks like: Calculate a discounted price
  • Visual Color Discrimination2.12.1Level 1 looks like: Separate laundry into colors and whites
  • Arm-Hand Steadiness2.01.9Level 2 looks like: Light a candle
  • Control Precision2.01.8Level 2 looks like: Adjust a room light with a dimmer switch
  • Hearing Sensitivity2.01.8Level 2 looks like: Notice a doorbell ringing
  • Manual Dexterity2.01.8Level 1 looks like: Screw a light bulb into a light socket
  • Auditory Attention1.91.4Level 2 looks like: Listen to a lecture while people nearby are talking
  • Depth Perception1.80.8
  • Trunk Strength1.40.6
  • Wrist-Finger Speed1.1—
  • Dynamic Flexibility1.0—
  • Dynamic Strength1.0—
  • Explosive Strength1.0—
  • Extent Flexibility1.0—
  • Glare Sensitivity1.0—
  • Gross Body Coordination1.0—
  • Gross Body Equilibrium1.0—
  • Multilimb Coordination1.0—
  • Night Vision1.0—
  • Peripheral Vision1.0—
  • Rate Control1.0—
  • Reaction Time1.0—
  • Response Orientation1.0—
  • Sound Localization1.0—
  • Spatial Orientation1.0—
  • Speed of Limb Movement1.0—
  • Stamina1.0—
  • Static Strength1.0—

Work activities

Kinds of activity the work is made of.

  • Working with Computers4.63.6Level 4 looks like: Write software for keeping track of parts in inventory
  • Evaluating Information to Determine Compliance with Standards4.44.3Level 4 looks like: Evaluate a complicated insurance claim for compliance with policy terms
  • Communicating with Supervisors, Peers, or Subordinates4.35.1Level 4 looks like: Report the results of a sales meeting to a supervisor
  • Documenting/Recording Information4.34.1Level 4 looks like: Document the results of a crime scene investigation
  • Getting Information4.34.5Level 4 looks like: Review a budget
  • Processing Information4.24.4Level 4 looks like: Calculate the adjustments for insurance claims
  • Making Decisions and Solving Problems4.04.3Level 4 looks like: Select the location for a major retail store
  • Analyzing Data or Information3.94.2Level 4 looks like: Determine the interest cost to finance a new building
Show all 41
  • Establishing and Maintaining Interpersonal Relationships3.94.3Level 4 looks like: Maintain good working relationships with almost all coworkers and clients
  • Identifying Objects, Actions, and Events3.94.0Level 4 looks like: Judge the suitability of food products for an event
  • Updating and Using Relevant Knowledge3.94.5Level 4 looks like: Keep current on changes in maintenance procedures for repairing sports cars
  • Developing Objectives and Strategies3.83.7Level 4 looks like: Develop the plan to complete the merger of two organizations over a 3-year period
  • Organizing, Planning, and Prioritizing Work3.85.0Level 4 looks like: Plan and adjust a personal to-do list according to changing demands
  • Performing Administrative Activities3.74.3Level 4 looks like: Complete tax forms for a small business
  • Providing Consultation and Advice to Others3.74.6Level 4 looks like: Recommend a new software package to increase operational efficiency
  • Interpreting the Meaning of Information for Others3.63.3Level 4 looks like: Interpret how foreign tax laws apply to U.S. exports
  • Coordinating the Work and Activities of Others3.53.9Level 4 looks like: Organize the cleanup crew after a major sporting event
  • Developing and Building Teams3.53.6Level 4 looks like: Lead an assembly team in an automobile plant
  • Coaching and Developing Others3.43.8Level 4 looks like: Provide on-the-job training for administrative workers
  • Monitoring Processes, Materials, or Surroundings3.43.9Level 4 looks like: Test electrical circuits
  • Training and Teaching Others3.43.9Level 4 looks like: Teach a social sciences course to high school students
  • Communicating with People Outside the Organization3.33.8Level 4 looks like: Present information to potential clients about available services
  • Estimating the Quantifiable Characteristics of Products, Events, or Information3.33.0Level 4 looks like: Estimate the time required to evacuate a city in the event of a major disaster
  • Judging the Qualities of Objects, Services, or People3.33.4Level 4 looks like: Determine the value of property lost in a fire
  • Scheduling Work and Activities3.34.2Level 4 looks like: Prepare the work schedule for salesclerks in a large retail store
  • Thinking Creatively3.33.6Level 4 looks like: Adapt popular music for a high school marching band
  • Guiding, Directing, and Motivating Subordinates3.23.7Level 4 looks like: Manage a small team of employees in a dynamic workplace
  • Resolving Conflicts and Negotiating with Others3.24.1Level 4 looks like: Get two subordinates to agree about vacation schedules
  • Selling or Influencing Others3.23.3Level 4 looks like: Make a sales pitch to convince others to buy a product
  • Monitoring and Controlling Resources3.13.7Level 4 looks like: Work as a chef responsible for ordering food for the menu
  • Staffing Organizational Units2.93.2Level 4 looks like: Interview candidates for a sales position and make hiring recommendations
  • Handling and Moving Objects2.22.4Level 1 looks like: Change settings on copy machines
  • Inspecting Equipment, Structures, or Materials2.21.8Level 1 looks like: Check that doors to building are locked
  • Performing General Physical Activities2.21.6Level 1 looks like: Walk between workstations in a small office
  • Performing for or Working Directly with the Public2.11.9Level 1 looks like: Check tickets at a concert
  • Assisting and Caring for Others1.81.4Level 1 looks like: Help a coworker complete an assignment
  • Controlling Machines and Processes1.81.2Level 1 looks like: Operate a cash register
  • Repairing and Maintaining Electronic Equipment1.81.1Level 1 looks like: Use display settings to adjust a television picture
  • Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment1.71.1Level 1 looks like: Specify the lighting for a work area
  • Repairing and Maintaining Mechanical Equipment1.50.8Level 1 looks like: Make simple, external adjustments to a door hinge with ordinary hand tools
  • Operating Vehicles, Mechanized Devices, or Equipment1.40.6Level 1 looks like: Drive a car

Work context

The conditions most characteristic of the work, on O*NET's 1–5 context scale.

  • E-Mail5.0
  • Telephone Conversations4.7
  • Face-to-Face Discussions with Individuals and Within Teams4.6
  • Work With or Contribute to a Work Group or Team4.2
  • Importance of Being Exact or Accurate4.1
  • Spend Time Sitting4.1
  • Written Letters and Memos4.0
  • Determine Tasks, Priorities and Goals3.9
  • Contact With Others3.8
  • Freedom to Make Decisions3.8

Technology

106 tools

Software used in this work. In demand: among the tools job postings for this occupation name most. Hot: often named in job postings across the economy.

In demand (6)

  • Microsoft Excelhot
  • Microsoft Office softwarehot
  • Microsoft Outlookhot
  • Microsoft PowerPointhot
  • Microsoft SharePointhot
  • Microsoft Wordhot

Hot (24; 6 more marked hot above)

  • Adobe Acrobat
  • Adobe InDesign
  • Adobe Photoshop
  • Apache Tomcat
  • Autodesk AutoCAD
  • Dassault Systemes SolidWorks
  • Extensible markup language XML
  • Google Analytics
  • Hypertext markup language HTML
  • IBM DB2
  • IBM WebSphere MQ
  • Linux
  • Microsoft .NET Framework
  • Microsoft Access
  • Microsoft Project
  • Microsoft SQL Server
  • Microsoft Visio
  • Microsoft Visual Basic
  • Microsoft Windows
  • Oracle Java
  • Oracle SQL Developer
  • Perl
  • Teradata Database
  • UNIX
Other tools (76)
  • Ademero Content Central
  • Adobe Dreamweaver
  • Advanced Processing and Imaging OptiView ECM
  • Alfresco Software Alfresco
  • Apache Groovy
  • Apple Final Cut Pro
  • Autonomy iManage WorkSite
  • Business process management BPM software
  • Cabinet NG CNG-SAFE
  • CAPSYS Capture
  • Central Desktop
  • Computhink ViewWise
  • Conarc iChannel
  • Day Software CQ5 Web Content Management
  • DB Tech RAS
  • Doc.It DM
  • Document imaging software
  • Document indexing software
  • Document management system software
  • DocuSign eSignature
  • EMC Captiva
  • EMC Document Sciences xPression
  • EMC Documentum
  • Enterprise report management ERM software
  • Ever Team EverSuite Content Management
  • Fabasoft Folio
  • File compression software
  • File system software
  • FileHold Systems FileHold
  • FileMaker Pro
  • FileVision
  • Google Ads
  • Google Meet
  • Google Sites
  • Hewlett Packard Exstream Dialogue
  • Hyland Software OnBase
  • IBM BPM Blueprint
  • IBM FileNet Content Manager
  • IBM MVS
  • IBM Notes
  • Laserfiche Rio
  • Microsoft Dynamics
  • Microsoft Office Document Imaging
  • Newgen Software Technologies OmniDocs
  • Objectif Lune PlanetPress Suite
  • Objective Electronic Document Management
  • Office Gemini Diamond Vision
  • Open Text Web Solutions
  • OpenDocMan
  • Optical character recognition OCR software
  • Oracle PeopleSoft Financials
  • Oracle Universal Content Management
  • Oracle WebLogic Server
  • Pegasystems SmartBPM
  • Perceptive Software ImageNow
  • Personable Workflow DMS
  • PTC Creo Parametric
  • Records management software
  • SAP Business Objects
  • SAP BusinessObjects Data Integrator
  • SAP DMS
  • SAP ERP Financials
  • SAP PowerBuilder
  • Saperion ECM
  • Skype
  • Systemware
  • Thomson Reuters FileCabinet CS
  • Thomson Reuters GoFileRoom
  • Treeno Software Treeno Content Server
  • Unified modeling language UML
  • Version control software
  • Vertafore ImageRight
  • Westbrook Fortis
  • WeVideo
  • Xerox DocuShare
  • Xythos Enterprise Document Management Suite

Related occupations

O*NET's own list of the occupations most related to this one, closest first.

  1. Management Analysts
  2. Computer Systems Analysts
  3. Database Administrators
  4. Health Information Technologists and Medical Registrars
  5. Medical Records Specialists
  6. Database Architects
  7. Administrative Services Managers
  8. Software Developers
  9. Web Administrators
  10. Information Security Analysts

ESCO equivalents

From the official ESCO–O*NET crosswalk, strongest match first. A broader occupation takes in this one; a narrower one is a part of it.

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This page includes information from the O*NET 31.0 Database by the U.S. Department of Labor, Employment and Training Administration (USDOL/ETA), used under the CC BY 4.0 license; O*NET® is a trademark of USDOL/ETA. ESCO occupations and skills are from the European Commission's ESCO classification, and the occupation crosswalk is the official ESCO–O*NET mapping by the ESCO Secretariat with USDOL/ETA. This service uses the ESCO classification of the European Commission. BlissPoint Analytics has modified all or some of this information: skill, task and descriptor ratings are rounded to one decimal, and ESCO occupations show Job Zone and interests copied from a crosswalked O*NET occupation. USDOL/ETA has not approved, endorsed, or tested these modifications.