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Date: 10/04/2025

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

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

    Skills

    • Monitoring

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

    • Mathematics

      Using math to solve problems.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Technology Design

      Making equipment and technology useful for customers.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Operation and Control

      Using equipment or systems.

    • Critical Thinking

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

    • Instructing

      Teaching people how to do something.

    • Programming

      Writing computer programs.

    • Time Management

      Managing your time and the time of other people.

    • Systems Analysis

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

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Coordination

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

    • Social Perceptiveness

      Understanding people's reactions.

    • Troubleshooting

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

    • Service Orientation

      Looking for ways to help people.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Science

      Using scientific rules and strategies to solve problems.

    • Active Listening

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

    • Systems Evaluation

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

    • Management of Material Resources

      Managing equipment and materials.

    • Learning Strategies

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

    • Complex Problem Solving

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

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Repairing

      Repairing machines or systems using the right tools.

    • Equipment Selection

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

    • Quality Control Analysis

      Testing how well a product or service works.

    • Operations Analysis

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

    • 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.

    • Speaking

      Talking to others.

    • Reading Comprehension

      Reading work-related information.

    • Writing

      Writing things for co-workers or customers.

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    WorkKeys®

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

    Abilities

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Selective Attention

      Paying attention to something without being distracted.

    • Near Vision

      Seeing details up close.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Control Precision

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

    • Far Vision

      Seeing details that are far away.

    • Gross Body Coordination

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

    • Deductive Reasoning

      Using rules to solve problems.

    • Reaction Time

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

    • Speech Clarity

      Speaking clearly.

    • Oral Comprehension

      Listening and understanding what people say.

    • Written Comprehension

      Reading and understanding what is written.

    • Sound Localization

      Noticing the direction that a sound came from.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Spatial Orientation

      Knowing where things are around you.

    • Depth Perception

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

    • Inductive Reasoning

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

    • Extent Flexibility

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

    • Oral Expression

      Communicating by speaking.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Visualization

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

    • Glare Sensitivity

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

    • Perceptual Speed

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

    • Multilimb Coordination

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

    • Response Orientation

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

    • Trunk Strength

      Using your lower back and stomach.

    • Auditory Attention

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

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Problem Sensitivity

      Noticing when problems happen.

    • Time Sharing

      Doing two or more things at the same time.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Rate Control

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

    • Information Ordering

      Ordering or arranging things.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Originality

      Creating new and original ideas.

    • Written Expression

      Communicating by writing.

    • Category Flexibility

      Grouping things in different ways.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Wrist-Finger Speed

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

    • Night Vision

      Seeing at night or under low light.

    • Speech Recognition

      Recognizing spoken words.

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Dynamic Flexibility

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

    • Stamina

      Exercising for a long time without getting out of breath.

    Knowledge

    • 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.

    • 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.

    • Economics and Accounting

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

    • 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.

    • 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.

    • Law and Government

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

    • English Language

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

    • Telecommunications

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

    • Design

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

    • 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.

    • 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.

    • 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.

    • 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.

    • 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.

    • Production and Processing

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

    • 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.

    • Fine Arts

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

    • 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.

    • 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.

    • Biology

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

    • 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.

    • 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.

    • Sociology and Anthropology

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

    • Transportation

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

    • Food Production

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

    • 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.

    • 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.

    • 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.

    • Mathematics

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

    • 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.

    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 522,000
    • Yearly Projected Openings 34800

    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
    • 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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