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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

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

    Skills

    • Programming

      Writing computer programs.

    • Repairing

      Repairing machines or systems using the right tools.

    • Operations Monitoring

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

    • Quality Control Analysis

      Testing how well a product or service works.

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Management of Material Resources

      Managing equipment and materials.

    • Monitoring

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

    • Science

      Using scientific rules and strategies to solve problems.

    • Learning Strategies

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

    • Active Learning

      Figuring out how to use new ideas or things.

    • Active Listening

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

    • Operations Analysis

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

    • Reading Comprehension

      Reading work-related information.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Complex Problem Solving

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

    • Negotiation

      Bringing people together to solve differences.

    • Time Management

      Managing your time and the time of other people.

    • Troubleshooting

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

    • Coordination

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

    • Technology Design

      Making equipment and technology useful for customers.

    • Social Perceptiveness

      Understanding people's reactions.

    • Service Orientation

      Looking for ways to help people.

    • Equipment Selection

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

    • Mathematics

      Using math to solve problems.

    • Speaking

      Talking to others.

    • Critical Thinking

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

    • Writing

      Writing things for co-workers or customers.

    • Instructing

      Teaching people how to do something.

    • Operation and Control

      Using equipment or systems.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Judgment and Decision Making

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

    • Systems Analysis

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

    • Systems Evaluation

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

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    WorkKeys®

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

    Abilities

    • Speech Clarity

      Speaking clearly.

    • Problem Sensitivity

      Noticing when problems happen.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Perceptual Speed

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

    • Time Sharing

      Doing two or more things at the same time.

    • Written Expression

      Communicating by writing.

    • Deductive Reasoning

      Using rules to solve problems.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Reaction Time

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

    • Glare Sensitivity

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

    • Speech Recognition

      Recognizing spoken words.

    • Spatial Orientation

      Knowing where things are around you.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Trunk Strength

      Using your lower back and stomach.

    • Wrist-Finger Speed

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

    • Near Vision

      Seeing details up close.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Multilimb Coordination

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

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Originality

      Creating new and original ideas.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Oral Expression

      Communicating by speaking.

    • Rate Control

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

    • 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.

    • Control Precision

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

    • Night Vision

      Seeing at night or under low light.

    • Selective Attention

      Paying attention to something without being distracted.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Far Vision

      Seeing details that are far away.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • 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.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Oral Comprehension

      Listening and understanding what people say.

    • Written Comprehension

      Reading and understanding what is written.

    • Category Flexibility

      Grouping things in different ways.

    • Visualization

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

    • Sound Localization

      Noticing the direction that a sound came from.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Response Orientation

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

    • Auditory Attention

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

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Extent Flexibility

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

    • Gross Body Coordination

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

    • Information Ordering

      Ordering or arranging things.

    Knowledge

    • 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.

    • 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.

    • 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.

    • 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.

    • Design

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

    • 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.

    • 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.

    • 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.

    • Biology

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

    • 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.

    • 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.

    • 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.

    • Computers and Electronics

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

    • Mechanical

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

    • Mathematics

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

    • Sociology and Anthropology

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

    • English Language

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

    • 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.

    • 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.

    • 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.

    • 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.

    • Law and Government

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

    • 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.

    • History and Archeology

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

    • 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.

    • 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.

    • 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.

    • Fine Arts

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

    • Telecommunications

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

    • 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.

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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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