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Date: 04/16/2026

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.

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    Work Activities

    Work Activities

    • Propose recommendations for improving content management system capabilities.
    • Assist in the assessment, acquisition, or deployment of new electronic document management systems.
    • Develop, document, or maintain standards, best practices, or system usage procedures.
    • Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
    • Consult with end users regarding problems in accessing electronic content.
    • Conduct needs assessments to identify document management requirements of departments or end users.
    • Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
    • Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
    • Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
    • Search electronic sources, such as databases or repositories, or manual sources for information.
    • Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
    • Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.
    • Write, review, or execute plans for testing new or established document management systems.
    • Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
    • Develop, document, or maintain standards, best practices, or system usage procedures.
    • Operate data capture technology to import digitized documents into document management system.
    • Prepare support documentation and training materials for end users of document management systems.
    • Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.
    • Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
    • 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.
    • Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
    • Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.
    • Assist in the assessment, acquisition, or deployment of new electronic document management systems.
    • Monitor regulatory activity to maintain compliance with records and document management laws.
    • Document technical functions and specifications for new or proposed content management systems.
    • Analyze, interpret, or disseminate system performance data.

    Skills

    • Reading Comprehension

      Reading work-related information.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Technology Design

      Making equipment and technology useful for customers.

    • Coordination

      Changing what is done based on other people's actions.

    • Operations Analysis

      Figuring out what a product or service needs to be able to do.

    • Operation and Control

      Using equipment or systems.

    • Science

      Using scientific rules and strategies to solve problems.

    • Equipment Selection

      Deciding what kind of tools and equipment are needed to do a job.

    • Troubleshooting

      Figuring out what is causing equipment, machines, wiring, or computer programs to not work.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Repairing

      Repairing machines or systems using the right tools.

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Service Orientation

      Looking for ways to help people.

    • Management of Material Resources

      Managing equipment and materials.

    • Writing

      Writing things for co-workers or customers.

    • Critical Thinking

      Thinking about the pros and cons of different ways to solve a problem.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Mathematics

      Using math to solve problems.

    • Social Perceptiveness

      Understanding people's reactions.

    • Operations Monitoring

      Watching gauges, dials, or display screens to make sure a machine is working.

    • Judgment and Decision Making

      Thinking about the pros and cons of different options and picking the best one.

    • Negotiation

      Bringing people together to solve differences.

    • Time Management

      Managing your time and the time of other people.

    • Instructing

      Teaching people how to do something.

    • Systems Evaluation

      Measuring how well a system is working and how to improve it.

    • Complex Problem Solving

      Noticing a problem and figuring out the best way to solve it.

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Learning Strategies

      Using the best training or teaching strategies for learning new things.

    • Systems Analysis

      Figuring out how a system should work and how changes in the future will affect it.

    • Speaking

      Talking to others.

    • Monitoring

      Keeping track of how well people and/or groups are doing in order to make improvements.

    • Programming

      Writing computer programs.

    • Quality Control Analysis

      Testing how well a product or service works.

    • Active Listening

      Listening to others, not interrupting, and asking good questions.

    WorkKeys®

    Applied Math
    N/A
    Workplace Documents
    N/A
    Graphic Literacy
    N/A

    Abilities

    • Perceptual Speed

      Quickly comparing groups of letters, numbers, pictures, or other things.

    • Control Precision

      Quickly changing the controls of a machine, car, truck or boat.

    • Dynamic Flexibility

      Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Oral Expression

      Communicating by speaking.

    • Speech Recognition

      Recognizing spoken words.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Category Flexibility

      Grouping things in different ways.

    • Response Orientation

      Quickly deciding if you should move your hand, foot, or other body part.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Spatial Orientation

      Knowing where things are around you.

    • Time Sharing

      Doing two or more things at the same time.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Depth Perception

      Deciding which thing is closer or farther away from you, or deciding how far away it is from you.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Glare Sensitivity

      Seeing something even if there is a glare or very bright light.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Information Ordering

      Ordering or arranging things.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Wrist-Finger Speed

      Making fast, simple, repeated movements of your fingers, hands, and wrists.

    • Inductive Reasoning

      Making general rules or coming up with answers from lots of detailed information.

    • Stamina

      Exercising for a long time without getting out of breath.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Sound Localization

      Noticing the direction that a sound came from.

    • Speech Clarity

      Speaking clearly.

    • Trunk Strength

      Using your lower back and stomach.

    • Far Vision

      Seeing details that are far away.

    • Auditory Attention

      Paying attention to one sound while there are other distracting sounds.

    • Extent Flexibility

      Bending, stretching, twisting, or reaching with your body, arms, and/or legs.

    • Written Comprehension

      Reading and understanding what is written.

    • Gross Body Coordination

      Moving your arms, legs, and mid-section together while your whole body is moving.

    • Originality

      Creating new and original ideas.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Oral Comprehension

      Listening and understanding what people say.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Visualization

      Imagining how something will look after it is moved around or changed.

    • Selective Attention

      Paying attention to something without being distracted.

    • Rate Control

      Changing when and how fast you move based on how something else is moving.

    • Multilimb Coordination

      Using your arms and/or legs together while sitting, standing, or lying down.

    • Reaction Time

      Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Deductive Reasoning

      Using rules to solve problems.

    • Problem Sensitivity

      Noticing when problems happen.

    • Near Vision

      Seeing details up close.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Written Expression

      Communicating by writing.

    • Night Vision

      Seeing at night or under low light.

    Knowledge

    • Administration and Management

      Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

    • Telecommunications

      Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

    • Mathematics

      Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

    • Education and Training

      Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.

    • Sales and Marketing

      Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

    • Customer and Personal Service

      Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

    • Personnel and Human Resources

      Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

    • Chemistry

      Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods.

    • Geography

      Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life.

    • History and Archeology

      Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.

    • Foreign Language

      Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.

    • English Language

      Knowledge of the structure and content of the English language including the meaning and spelling of words, and rules of composition and grammar.

    • Law and Government

      Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

    • Sociology and Anthropology

      Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.

    • Computers and Electronics

      Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

    • Engineering and Technology

      Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.

    • Design

      Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.

    • Mechanical

      Knowledge of machines and tools, including their designs, uses, repair, and maintenance.

    • Physics

      Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub-atomic structures and processes.

    • Philosophy and Theology

      Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture.

    • Psychology

      Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.

    • Fine Arts

      Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.

    • Transportation

      Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.

    • Communications and Media

      Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

    • Biology

      Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.

    • Medicine and Dentistry

      Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.

    • Therapy and Counseling

      Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.

    • Administrative

      Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

    • Economics and Accounting

      Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.

    • Production and Processing

      Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.

    • Food Production

      Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.

    • Building and Construction

      Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.

    • Public Safety and Security

      Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

    Career Video

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    Pay

    • Ohio Annual Salary 104330/yr
    • Typical Salary
    • Ohio Hourly Wage 50.16/hr
    • Typical Hourly Wage

    Ohio Employment Trends

    • Currently Employed 510,500
    • Yearly Projected Openings 31300

    Typical Education

    Personality

    Conventional: People interested in this work like activities that include data, detail, and regular routines.They do well at jobs that need:
    • Cautiousness
    • Integrity
    • Attention to Detail
    • Dependability
    • Intellectual Curiosity

    Tools

    • Computer servers
    • Hard disk drives
    • Magneto optical MO drives
    • Scanners
    • Tape arrays

    Technology

    • Analytical or scientific software
    • Application server software
    • Cloud-based management software
    • Computer aided design CAD software
    • Content workflow software
    • Data base management system software
    • Data base reporting software
    • Data base user interface and query software
    • Data compression software
    • Data mining software
    • Desktop communications software
    • Desktop publishing software
    • Development environment software
    • Document management software
    • Electronic mail software
    • Enterprise application integration software
    • Enterprise resource planning ERP software
    • File versioning software
    • Filesystem software
    • Graphics or photo imaging software
    • Object or component oriented development software
    • Office suite software
    • Operating system software
    • Optical character reader OCR or scanning software
    • Presentation software
    • Process mapping and design software
    • Project management software
    • Requirements analysis and system architecture software
    • Sales and marketing software
    • Spreadsheet software
    • Video conferencing software
    • Video creation and editing software
    • Web page creation and editing software
    • Web platform development software
    • Word processing software

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