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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

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

    Skills

    • Judgment and Decision Making

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

    • Service Orientation

      Looking for ways to help people.

    • Speaking

      Talking to others.

    • Systems Analysis

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

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Operation and Control

      Using equipment or systems.

    • Quality Control Analysis

      Testing how well a product or service works.

    • Instructing

      Teaching people how to do something.

    • Reading Comprehension

      Reading work-related information.

    • Complex Problem Solving

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

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Troubleshooting

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

    • Operations Analysis

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

    • Critical Thinking

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

    • Active Learning

      Figuring out how to use new ideas or things.

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Mathematics

      Using math to solve problems.

    • Programming

      Writing computer programs.

    • Learning Strategies

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

    • Systems Evaluation

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

    • Writing

      Writing things for co-workers or customers.

    • Monitoring

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

    • Operations Monitoring

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

    • Social Perceptiveness

      Understanding people's reactions.

    • Negotiation

      Bringing people together to solve differences.

    • Time Management

      Managing your time and the time of other people.

    • Management of Material Resources

      Managing equipment and materials.

    • Active Listening

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

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Repairing

      Repairing machines or systems using the right tools.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Technology Design

      Making equipment and technology useful for customers.

    • Science

      Using scientific rules and strategies to solve problems.

    • Coordination

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

    • Equipment Selection

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

    WorkKeys®

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

    Abilities

    • Night Vision

      Seeing at night or under low light.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Gross Body Coordination

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

    • Reaction Time

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

    • Extent Flexibility

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

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Oral Expression

      Communicating by speaking.

    • Response Orientation

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

    • Multilimb Coordination

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

    • Glare Sensitivity

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

    • Near Vision

      Seeing details up close.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Depth Perception

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

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Category Flexibility

      Grouping things in different ways.

    • Oral Comprehension

      Listening and understanding what people say.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Sound Localization

      Noticing the direction that a sound came from.

    • Control Precision

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

    • Problem Sensitivity

      Noticing when problems happen.

    • Trunk Strength

      Using your lower back and stomach.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Spatial Orientation

      Knowing where things are around you.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Speech Recognition

      Recognizing spoken words.

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Stamina

      Exercising for a long time without getting out of breath.

    • Auditory Attention

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

    • Originality

      Creating new and original ideas.

    • Written Comprehension

      Reading and understanding what is written.

    • Information Ordering

      Ordering or arranging things.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Visualization

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

    • Far Vision

      Seeing details that are far away.

    • Speech Clarity

      Speaking clearly.

    • Perceptual Speed

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

    • Rate Control

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

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Time Sharing

      Doing two or more things at the same time.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Wrist-Finger Speed

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

    • Dynamic Flexibility

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

    • Written Expression

      Communicating by writing.

    • Selective Attention

      Paying attention to something without being distracted.

    • Inductive Reasoning

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

    • Deductive Reasoning

      Using rules to solve problems.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    Knowledge

    • 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.

    • 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.

    • 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.

    • 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.

    • Transportation

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

    • Sociology and Anthropology

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

    • 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.

    • 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.

    • Mechanical

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

    • 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.

    • 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.

    • Law and Government

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

    • 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.

    • 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.

    • 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.

    • 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.

    • Fine Arts

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

    • Mathematics

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

    • History and Archeology

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

    • 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.

    • English Language

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

    • 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.

    • Telecommunications

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

    • 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.

    • Computers and Electronics

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

    • Biology

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

    • 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.

    • 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.

    • Design

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

    • 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.

    • 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.

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    Pay

    • Ohio Annual Salary 95780/yr
    • Typical Salary
    • Ohio Hourly Wage 46.05/hr
    • Typical Hourly Wage

    Ohio Employment Trends

    • Currently Employed 13,220
    • Yearly Projected Openings 1000

    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:
    • Attention to Detail
    • Integrity
    • Dependability
    • Cooperation
    • Analytical Thinking
    • Adaptability/Flexibility

    Tools

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

    Technology

    • Analytical or scientific software
    • Application server software
    • Cloud-based data access and sharing 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
    • 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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