What skills does a document management officer need?

A document management officer needs 32 essential skills including internal risk management policy, intellectual property law, government policy implementation, documentation types, information categorisation. Core competencies include .

Will AI replace document management officer jobs?

The AI disruption score for document management officer is 84/100 (very high risk). Some tasks may be automated but the role will evolve rather than disappear entirely.

Manufacturing & ProductionProduction and specialised services managersISCO 1349

document management officer

Document management officers ensure that the documents required for their organisation's functioning and daily operations are registered, classified and archived correctly and are made available to the different services or to the public upon request. They oversee the implementation of internal procedures and promote proper document management practices within the organisation, providing training to other employees on document management procedures. They may operate electronic records management systems (ERMS), electronic document management systems (EDMS) and archives management systems (AMS) and provide support in defining related technical requirements.

European Skills Framework

Skills and knowledge areas required for this occupation based on European classification.

Essential (32)

internal risk management policyinternal risk management policyThe internal risk management policies that identify, assess and prioritise risks in an IT environment. The methods used to minimise, monitor and control the possibility and the impact of disastrous ev...intellectual property lawintellectual property lawThe regulations that govern the set of rights protecting products of the intellect from unlawful infringement.government policy implementationgovernment policy implementationThe procedures related to the application of government policies at all levels of public administration.documentation typesdocumentation typesThe characteristics of internal and external documentation types aligned with the product life cycle and their specific content types.information categorisationinformation categorisationThe process of classifying the information into categories and showing relationships between the data for some clearly defined purposes.business process modellingbusiness process modellingThe tools, methods and notations such as Business Process Model and Notation (BPMN) and Business Process Execution Language (BPEL), used to describe and analyse the characteristics of a business proce...data protectiondata protectionThe principles, ethical issues, regulations and protocols of data protection.information confidentialityinformation confidentialityThe mechanisms and regulations which allow for selective access control and guarantee that only authorised parties (people, processes, systems and devices) have access to data, the way to comply with ...digitizationdigitizationThe process of transforming an object from its analogical form to a digital format. It creates a digital representation of the object without making in-kind changes to it.database management systemsdatabase management systemsThe tools for creating, updating and managing databases, such as Oracle, MySQL and Microsoft SQL Server.document sharing proceduresdocument sharing proceduresThe internal procedures concerning the circulation of documents in large organisations.ICT infrastructureICT infrastructureThe system, network, hardware and software applications and components, as well as devices and processes that are used in order to develop, test, deliver, monitor, control or support ICT services.document managementdocument managementThe methodology of tracking, managing and storing documents in a systematic and organised manner as well as keeping a record of the versions created and modified by specific users (history tracking).access to documents regulationsaccess to documents regulationsThe principles on public access to documents and the applicable regulatory framework, such as Regulation (EC) no 1049/2001 or the different provision applicable at national level.work in an international environmentwork in an international environmentGuide your career to an international level which often requires the ability to interact, relate and communicate with individuals from different cultures.respect data protection principlesrespect data protection principlesEnsure that access to personal or institutional data conforms to the legal and ethical framework governing such access.monitor developments in field of expertisemonitor developments in field of expertiseKeep up with new research, regulations, and other significant changes, labour market related or otherwise, occurring within the field of specialisation.develop organisational policiesdevelop organisational policiesDevelop and supervise the implementation of policies aimed at documenting and detailing the procedures for the operations of the organisation in the lights of its strategic planning.use software for data preservationuse software for data preservationUtilise specialised applications and software to collect and preserve digital information.develop classification systemsdevelop classification systemsOrganise archive or business records; develop classification systems to facilitate access to all information.analyse business processesanalyse business processesStudy the contribution of the work processes to the business goals and monitor their efficiency and productivity.set up documentation control systemset up documentation control systemSet up and maintain documentation control system.apply information security policiesapply information security policiesImplement policies, methods and regulations for data and information security in order to respect confidentiality, integrity and availability principles.manage content metadatamanage content metadataApply content management methods and procedures to define and use metadata concepts, such as the data of creation, in order to describe, organise and archive content such as documents, video and audio...manage data collection systemsmanage data collection systemsDevelop and manage methods and strategies used to maximise data quality and statistical efficiency in the collection of data, in order to ensure the gathered data are optimised for further processing.organise informationorganise informationArrange information according to a specified set of rules. Catalogue and classify information based on the characteristics of that information.ensure proper document managementensure proper document managementGuarantee 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 docu...manage archivemanage archiveSupervise others to ensure that documents, files, and objects are correctly labelled, stored, and preserved according to archive standards and regulations.apply organisational techniquesapply organisational techniquesEmploy a set of organisational techniques and procedures which facilitate the achievement of the set goals set such as detailed planning of personnel's schedules. Use these resources efficiently and s...oversee record managementoversee record managementControl and oversee electronic records of an organisation throughout the records life-cycle.train employeestrain employeesLead and guide employees through a process in which they are taught the necessary skills for the perspective job. Organise activities aimed at introducing the work and systems or improving the perform...facilitate access to informationfacilitate access to informationPrepare documents for archiving; ensure that the information can easily be accessed at all times.

Optional (26)

Adobe IllustratorAdobe IllustratorThe computer program Adobe Illustrator CC is a graphical ICT tool which enables digital editing and composition of graphics to generate both 2D raster or 2D vector graphics. It is developed by the sof...Microsoft AccessMicrosoft AccessThe computer program Access is a tool for creating, updating and managing databases, developed by the software company Microsoft.ICT security standardsICT security standardsBest practices and guidelines established for securing information and communication technology (ICT) systems and data. Standards as is the case of ISO 27000 series, provide a framework for implementi...ICT project managementICT project managementThe methodologies for the planning, implementation, review and follow-up of ICT projects, such as the development, integration, modification and sales of ICT products and services, as well as projects...procurement legislationprocurement legislationThe procurement legislation at national and European level, as well as adjacent areas of law and their implications for public procurement.data storagedata storageThe physical and technical concepts of how digital data storage is organised in specific schemes both locally, such as hard-drives and random-access memories (RAM) and remotely, via network, internet ...organisational structureorganisational structureFramework of the different departments within the organisation, as well its people, their roles and responsibilities.principles of artificial intelligenceprinciples of artificial intelligenceThe artificial intelligence theories, applied principles, architectures and systems, such as intelligent agents, multi-agent systems, expert systems, rule-based systems, neural networks, ontologies an...public lawpublic lawThe part of law which governs relationships between individuals and the government, and the relationships between individuals which concern society directly.propose ICT solutions to business problemspropose ICT solutions to business problemsSuggest how to solve business issues, using ICT means, so that business processes are improved.develop information standardsdevelop information standardsDevelop norms or requirements that establish uniform technical criteria, methods, processes and practices in the information management based on professional experience.ensure compliance with legal requirementsensure compliance with legal requirementsGuarantee compliance with established and applicable standards and legal requirements such as specifications, policies, standards or law for the goal that organisations aspire to achieve in their effo...perform data analysisperform data analysisCollect data and statistics to test and evaluate in order to generate assertions and pattern predictions, with the aim of discovering useful information in a decision-making process.digitise documentsdigitise documentsLoad analog documents by converting them into a digital format, using specialised hardware and software.ensure information transparencyensure information transparencyEnsure that required or requested information is provided clearly and completely, in a manner which does not explicitly withhold information, to the public or requesting parties.file documentsfile documentsCreate a filing system. Write a document catalogue. Label documents etc.communicate with stakeholderscommunicate with stakeholdersFacilitate communication between organisations and interested third parties such as suppliers, distributors, shareholders and other stakeholders in order to inform them of the organisation and its obj...provide cost benefit analysis reportsprovide cost benefit analysis reportsPrepare, compile and communicate reports with broken down cost analysis on the proposal and budget plans of the company. Analyse the financial or social costs and benefits of a project or investment i...draft tender documentationdraft tender documentationDraft tender documentation which defines the exclusion, selection and award criteria and explains the administrative requirements of the procedure, justifies the estimated value of the contract, and s...operate relational database management systemoperate relational database management systemExtract, store and verify information using database management systems based on the relational database model, which arranges data into tables of rows and columns, such as Oracle Database, Microsoft ...utilise machine learningutilise machine learningUse techniques and algorithms that are able to extract mastery out of data, learn from it and make predictions, to be used for program optimisation, application adaptation, pattern recognition, filter...monitor legislation developmentsmonitor legislation developmentsMonitor changes in rules, policies and legislation, and identify how they may influence the organisation, existing operations, or a specific case or situation.evaluate tenderevaluate tenderEnsure that tenders are assessed in an objective and legally compliant way and against exclusion, selection and award criteria defined in the call for tender. This includes identifying the Most Econom...assess reliability of dataassess reliability of dataImplement procedures and techniques that could help determine the level of reliability of the information in the sense of reducing risks and increasing infallibility in the decision making.maintain computer hardwaremaintain computer hardwareDiagnose and detect malfunctions in computer hardware components and systems and remove, replace, or repair these components when necessary. Execute preventative equipment maintenance tasks, such as s...appraise historical documentsappraise historical documentsAuthenticate and evaluate historical documents and archive materials.