Document Analyst/Controller

I. Job Summary:

The QMS Document Analyst / Document Controller is responsible for the control, maintenance, review, monitoring, and

improvement of documented information under the company’s Quality Management System.

The position ensures that policies, procedures, work instructions, manuals, forms, templates, records, and other QMS

documents are properly registered, coded, reviewed, approved, released, revised, archived, and controlled in accordance

with the company’s document control and records management standards.

The role also performs document analysis to identify duplicate, outdated, redundant, inconsistent, uncontrolled, or

unnecessary documents and recommends actions for standardization, consolidation, revision, or removal.

The QMS Document Analyst / Document Controller supports ISO 9001:2015-aligned internal audits, records verification,

document control awareness, and training activities to help ensure that departments use current, approved, and effective

documented information.

II. Key Responsibilities:

A. Document Control and DCRR Management

• Receive, review, log, monitor, and process Document Control Request and Revision forms or related document

change requests.

• Check submitted documents for completeness, proper format, document code, title, version number, revision

history, approval, effectivity date, and applicable attachments.

• Ensure that new, revised, and obsolete documents are properly reviewed, approved, released, archived, or marked

according to QMS document control procedures.

• Maintain and update the document masterlist, forms masterlist, manual registry, distribution list, controlled copy

log, and other document control trackers.

• Ensure that only the latest approved versions of documents are available for use by concerned departments and

process owners.

• Monitor the status of pending document requests, revisions, approvals, releases, and acknowledgments.

• Coordinate with process owners regarding incomplete, unclear, outdated, duplicate, or inconsistent document

submissions.

• Safeguard controlled documents from unauthorized changes, unintended use, loss, damage, or improper

distribution.

B. Records Management

• Maintain and monitor records management requirements, including proper identification, storage, protection,

retrieval, retention, and disposition of records.

• Ensure that QMS records are complete, traceable, properly filed, and readily retrievable when needed.

• Assist departments in establishing and maintaining proper records filing systems, indexing, labeling, retention

schedules, and disposition practices.

• Conduct checking or verification of records to ensure compliance with approved records management guidelines.

• Monitor records-related gaps such as missing records, incomplete attachments, improper filing, poor labeling,

outdated forms, and uncontrolled records.

• Recommend improvements to records management practices to strengthen document traceability, evidence control,

and audit readiness.

C. Document Redundancy Analysis

• Review existing documents, forms, templates, manuals, reports, and records to identify duplication, overlap,

redundancy, outdated content, unclear ownership, or conflicting instructions.

• Analyze whether documents are still necessary, effective, current, properly used, and aligned with actual operations.

• Coordinate with process owners to validate duplicate or redundant documents before recommending revision,

consolidation, cancellation, or archiving.

• Recommend document simplification, standardization, merging, removal, or improvement to avoid unnecessary

paperwork and conflicting instructions.

• Support the cleanup and migration of documents into the approved PAWIM or QMS documentation structure.

• Prepare document analysis summaries showing identified redundancies, affected documents, recommendations,

responsible owner, and action status.

D. QMS Internal Audit Support

• Participate as a QMS Internal Auditor or audit support personnel in accordance with ISO 9001:2015 principles and

the company’s approved audit program.

• Review documented information, records, forms, manuals, and evidence during internal audits.

• Verify whether departments are using approved, current, and controlled documents.

• Identify document control and records management gaps such as uncontrolled forms, obsolete documents, missing

records, undocumented processes, and inconsistent document practices.

• Prepare factual audit notes and support audit findings based on objective evidence.

• Monitor document-related audit findings, corrective actions, and implementation updates until closure or

endorsement to the QMS Supervisor / QMS Head.

E. Training and Awareness

• Assist in conducting document control and records management orientations, coaching sessions, and refresher

trainings.

• Guide process owners and department representatives on proper document coding, revision process, approval

routing, records filing, and use of approved templates.

• Prepare or support the preparation of training materials, attendance sheets, reminders, advisories, visual guides,

and awareness materials related to document control.

• Communicate document control requirements, deadlines, changes, and reminders to concerned departments.

• Promote proper use of controlled documents, approved forms, updated templates, and evidence-based records

management across the organization.

F. Coordination and Reporting

• Coordinate with department heads, process owners, quality coordinators, and QMS team members regarding

document control and records management concerns.

• Follow up pending document requests, approvals, revisions, releases, acknowledgments, and corrective action

updates.

• Prepare and submit document control status reports, masterlist updates, DCRR monitoring reports, obsolete

document reports, records management reports, and document redundancy analysis reports.

• Escalate delayed approvals, recurring document errors, uncontrolled documents, obsolete document usage, and

unresolved documentation issues to the QMS Supervisor or QMS Head.

• Support the QMS team in preparing reports, dashboards, and management review inputs related to documented

information and records control.

III. Qualifications:

• Education: Bachelor’s Degree in Business Administration, Office Administration, Industrial Engineering, or

related field.

• Experience:

o At least 1 to 3 years of relevant experience in document control, records management, quality

management, internal audit, administrative support, process documentation, or compliance

monitoring.

o Experience in ISO 9001:2015 document control, PAWIM documentation, records management, or multi-

department coordination is an advantage.

• Skills Required:

o The QMS Document Analyst / Document Controller must be able to:

▪ Manage and monitor Document Control Request and Revision activities and records management

requirements.

▪ Maintain accurate and updated document masterlists, controlled document logs, records trackers,

and document distribution records.

▪ Analyze document redundancy and recommend document consolidation, revision, cancellation,

standardization, or improvement.

▪ Serve as a QMS Internal Auditor or audit support personnel aligned with ISO 9001:2015 audit

principles.

▪ Assist in document control, records management, and QMS training or awareness activities.

▪ Coordinate effectively with process owners and departments regarding document submissions,

revisions, approvals, releases, and records requirements.

• Certifications are preferred but not required:

o ISO 9001:2015 Internal Auditor Training

o Document Control and Records Management Training

o Basic Quality Management System Training

o Records Retention and Information Management Training

o Root Cause Analysis / CAPA Training

o Process Mapping or PAWIM Documentation Training

IV. Competencies:

• Document Control Discipline

o Ensures documents are properly identified, coded, reviewed, approved, released, revised, archived, and

controlled.

• Records Management Orientation

o Understands the importance of proper filing, retrieval, retention, protection, and disposition of records.

• Attention to Detail

o Reviews documents and records carefully to prevent errors in codes, versions, dates, approvals, templates,

and attachments.

• Analytical Thinking

o Able to identify duplicate, redundant, outdated, inconsistent, or unnecessary documents and recommend

practical actions.

• Quality Focus

o Promotes accuracy, compliance, traceability, standardization, and use of approved documented

information.

• Communication Skills

o Able to explain document control requirements clearly to process owners and department representatives.

• Coordination and Follow-Through

o Follows up pending document requests, approvals, records, and corrective actions until completion.

• Confidentiality and Integrity

o Handles controlled documents, records, and audit evidence with professionalism and confidentiality.

• Audit Mindset

o Uses objective evidence and factual verification when checking documents, records, and compliance.

• Continuous Improvement Mindset

o Looks for ways to simplify documents, improve records control, reduce redundancy, and strengthen

documentation systems.

V. Skills:

• Technical

o Knowledge of ISO 9001:2015 documented information requirements

o Document control and records management

o Document coding, revision control, effectivity tracking, and approval monitoring

o Masterlist maintenance and controlled copy monitoring

o Obsolete document control and archiving

o Document redundancy analysis and document cleanup

o Internal audit support and evidence checking

o Report writing and monitoring tracker preparation

o Records filing, indexing, retrieval, and retention monitoring

o Proficiency in Microsoft Word, Excel, and PowerPoint

o Basic data organization and dashboard preparation

o Training and awareness support

• Soft Skills:

o High attention to detail

o Good written and verbal communication skills

o Strong organization and filing skills

o Time management and task prioritization

o Good coordination and follow-up skills

o Patience and professionalism in dealing with process owners

o Accuracy and consistency

o Confidentiality and reliability

o Adaptability to changing document requirements

o Initiative and problem-solving ability