The document discusses the role and responsibilities of a document controller. It explains that a document controller is responsible for managing documents and ensuring easy retrieval of information. Key responsibilities include retrieving documents, controlling documents by ensuring correct versioning and quality, securing documents by developing document sharing plans, and following up documents by distributing them and tracking responses. The document controller helps facilitate access to documents in a timely manner for any requester.

2. The Document is Active Tool, Used to Information receipt
The Document here, mean Hard or Digital Document on Your Computer or
in Electronic Document Management System (EDMS).
Examples for EDMS:
.
Aconex - Procore - Shear Point - Odoo - BIM360
Importance for Information in Management Process
In order to carry out its role in the assigned tasks, planning, organizing,
informing and following up the initial plans in a timely manner, planning
.
er time
and relying on organized and correct data, then at a lat
Document Control Department
It is the department that undertakes, in cooperation with other departments
of the Company, the supervision, preservation and maintenance of its
documents, and the development of systems and regulations that ensure the
.
proper functioning of work
?
Document Controller
Who is
He is a person responsible for managing information and documents
(exchanging information is a necessary part of his work).
* And the word (Management) here means practicing the best procedures to
make the most of a specific work in the least time and least cost.
* Of course, the least time is when we are in the world of business, as time
expresses money, and at the lowest cost. The owner of the money wishes that
one employee does five jobs.

3. * The word control = control - puts those who do not know our work
accurately in a state of defense (is there no quality in their work) - so we must
pay attention to this with a simplified explanation of the nature of our work.
Classification of documents
A basic process in the work of the document controller (classifying documents
according to their type, according to their relationship to the project, and
according to their relationship to a specific specialization). It’s may be
translated into engineering / non-engineering, paintings or documents of
approvals, .....
A specific specialty such as (construction, architectural or electrical works)
* Always remember the ultimate goal of our work is quick access to the
document and the correct information, and therefore we build from the
beginning a system that allows this, and what is meant is building the form of
the document and the data surrounding the file (Metadata) from the beginning,
which eventually enabled us to access the information document using the
same search parameters.
What is Metadata?
Its definition is / data about the data, and what is meant by it: the data that is
kept in the background of the file - and is related to its characteristics and
not to its components.
The following image shows an example of metadata, and metadata, of which
it appears as follows (such as the file type, extension, size, location on the
computer, date of creation and modification, permissions and access to the
file). The greatest goal of it and its registration (easy retrieval of sources)
and its registration in the search engine

4. This data is generated automatically from the computer, but in electronic
data management systems we add it with the step of downloading the file,
and this data is like the following.
Document
Number
Document
Subject (Title)
Department
(Discipline)
Document Type
Issued date

5. Due Date
Status
Rev .
Wises:
(Without document Controller) You have a mess.
(Bad input = bad output)
)
Good Classification enables quick access to the document
(

6. A bird's eye view: What is our job and responsibility?
Document Controller is not just a document collector and keeper, but it is his
responsibility:
1-Retrieve Document
2-Control Document
3-Secure the Document
4-Following the Document
1-Retrieve Document
If someone asks you for a document, your role as a document controller is to
help and facilitate access for anyone in a reasonable time to any document.
Thus, reducing the time required. For easy retrieval of information.
And the mention of the log must necessarily be sufficiently detailed.
2-Control Document
(In exiting a document with Rev., date, title, and correct update).
And ensuring quality and safety (not to use old designs in the design).
3-Secure the Document
(You are a participant in developing a document sharing plan, whether with
ready-made programs, saving on a computer, or paper documents).

7. 4-Following the Document
Ensure that the documents are distributed to the required individuals
(Commination Matrix) and follow up on responding to the documents in a
timely manner.
Managing engineering documents for various projects in our business
environment
Documents are divided into types:
1- Technical documents (paintings / blueprints - specifications - catalogs -
reports - application forms - .......)
2- Correspondence (between at least two persons - such as letters, faxes and
e-mails) Correspondence that takes an official nature.
3- References (standards - codes - books ....).
The reality of those who work by profession
Most of those who work as document controllers are actually working in the
engineering companies’ sector, especially construction companies.
But the constructions here include concrete works, Steel construction works,
even sanitary works, electricity, air conditioning, infrastructure, roads,
landscaping, landscaping, fire resistance, fire alarms, telephone networks,
the Internet, etc.
jects
Arrangement and structure of engineering companies in various pro
Example / Consultant - General contractor – Subcontractor- Owner – Project
Manager.

8. Project definition
Project is a temporary effort undertaken to create a unique service, product,
or result
temporary effort where the project has a start and end date
.
The project consists of phases (planning - implementation - commissioning -
closing)
.
Project determinants (time, cost and quality).
The daily tasks of the document controller in dealing with documents
day in the life of the document controller)
(A
You have to take certain steps to check the document:
* Examination of documents
1- Ensure the integrity of the document format, meaning that you do not
receive a document that is torn, scanned, or not printed properly if it is paper,
and do not receive an electronic file that is not opened or in a different format.
2- Review the contents as numbers and divisions.
3- The delivery letter, the Submittal, or the Transmittal, reviewing the
(official) information In terms of the title, and the Serial No, the date of the
letter corresponds to today's date .the titles, numbers, and rev of the contents
are actually identical to the content - and then I see that this is identical to the
Master Document list, and the log.

9. Difference Between Approval Codes
Code (A) has been approved. You can start the procedures (using the
material - supplying the material - implementing the start of the works -
implementing the panels - ....
Code (B) Approved You can start the procedures, but you must re-submit to
avoid some notes.
Code (C) was not approved - you could not progress with the work; the
content must be re-submitted. There are many / large notes - rebuilding the
presenter
Code (D) What was submitted is rejected in principle - it must be
resubmitted and the previous submission is cancelled.

10. Folders Structural in Computer
The name of the project is short and simple letters, in order not to lengthen
the path of the files inside it. The file structure will not be fixed from one
company to another or from one project to another, but the following was
the best practices in that and a form that approaches compatibility with ISO
requirements.