What does a Document Management Specialist do?

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. Day to day that includes work like assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content and Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.

What skills should a Document Management Specialist put on a resume?

O*NET rates Reading Comprehension, Active Listening, Critical Thinking, Writing, and Complex Problem Solving among the most important skills for this occupation. Name the ones that are genuinely yours and show where you used them. A resume that lists skills you do not have is weaker than one that lists fewer.

What software should a Document Management Specialist list?

Software recorded for this occupation includes Ademero Content Central, Adobe Acrobat, Adobe Dreamweaver, Adobe InDesign, and Adobe Photoshop. Applicant tracking systems match on the exact product name, so write the tool as the posting writes it rather than describing it in general terms.

What other job titles cover Document Management Specialist work?

O*NET records 24 titles for this occupation, including Document Control Manager, ECM Consultant, Enterprise Content Management Consultant, and Electronic Content Manager. Searching only your own job title hides most of the openings you could apply to.

What qualifications does a Document Management Specialist need?

In O*NET's survey of people doing this job, 60% reported their level of education as "Bachelor's Degree". That is what current postholders reported, not a requirement any single employer sets.

Will this resume pass an ATS for a Document Management Specialist role?

No tool outside an employer can tell you how that employer's system is configured, including ours. What you can control is that the resume parses cleanly, names the work in the words the posting uses, and does not claim anything you cannot back up.

Document Management Specialist resume example

A resume for a Document Management Specialist needs to show the work itself: 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. Day to day that means work like this: assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content; assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval. Recruiters and applicant tracking systems both read for the tasks and tools this role actually involves, so the strongest resume names them in your own experience rather than describing the job in the abstract. Below are the tasks O*NET records for this occupation, the software and tools it uses, the titles it is advertised under, and the skills worth naming if they are genuinely yours.

Also advertised as

The same job is posted under many titles. Searching only your own job title hides most of the openings you could apply to.

Document Control Manager
ECM Consultant
Enterprise Content Management Consultant
Electronic Content Manager
Records Manager
Business Records Manager
Certified Document Imaging Architect
Document Management Consultant
Record Systems Analyst
RIM Consultant
RIM Specialist
Content Specialist
Content Strategist
Document Control Clerk
Document Control Coordinator
Document Control Specialist
Document Controller
Document Imaging Specialist

O*NET records 24 titles for this occupation in total.

What people in this job call themselves

Titles reported by people actually doing this work, which is often not the title on the job posting.

ECM Consultant (Enterprise Content Management Consultant)
Records and Information Management Consultant (RIM Consultant)
Records and Information Management Specialist (RIM Specialist)

What this work actually involves

Tasks recorded for this occupation, in O*NET's words. If your experience covers one of these, it belongs on your resume in your own words.

Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
Develop, document, or maintain standards, best practices, or system usage procedures.
Assist in the assessment, acquisition, or deployment of new electronic document management systems.
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.
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.
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.

23 tasks are recorded in total; these are the most central.

Example bullets for this role

Built from this occupation's own tasks. The brackets stay empty on purpose: we will not invent a number for you, and a fabricated metric is the fastest way to lose an interview you had already won.

Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content, for [who or what it served], at [what volume].
Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval, for [who or what it served], at [what volume].
Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists, for [who or what it served], at [what volume].
Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata, for [who or what it served], at [what volume].

Software used in this role

Recorded for this occupation by O*NET. An applicant tracking system matches the exact product name, so write the tool the way the posting writes it.

Ademero Content Central
Adobe Acrobat
Adobe Dreamweaver
Adobe InDesign
Adobe Photoshop
Advanced Processing and Imaging OptiView ECM
Alfresco Software Alfresco
Apache Groovy
Apache Tomcat
Apple Final Cut Pro
Autodesk AutoCAD
Autonomy iManage WorkSite
Business process management BPM software
Cabinet NG CNG-SAFE

106 software entries are recorded in total.

Tools and equipment

The physical equipment this occupation is recorded as using. Worth naming when a posting asks for it by name.

Cloud computing servers
Computer hard disk drives
Content servers
Magneto optical drives
Scanners
Tape libraries

Skills an ATS reads for

Worth naming only if they are genuinely yours. Keyword overlap is one input to a resume's score, not a verdict.

Adobe InDesign
Adobe Photoshop
Apache Tomcat
AutoCAD
Dassault Systemes SolidWorks
XML
Google Analytics
HTML
IBM DB2
IBM WebSphere MQ

What this job rates as most important

O*NET rates every skill for importance to this occupation. These are the highest rated, in order.

01Reading Comprehension
02Active Listening
03Critical Thinking
04Writing
05Complex Problem Solving
06Monitoring
07Systems Analysis
08Active Learning
09Systems Evaluation
10Judgment and Decision Making

Knowledge areas

The subject knowledge this occupation draws on, rated by importance.

English Language
Administration and Management
Computers and Electronics
Customer and Personal Service
Administrative
Law and Government
Education and Training

What qualifications people in this job have

From O*NET's survey of people doing this work. This is what postholders reported, not a requirement any single employer sets.

60%Bachelor's Degree
15%Master's Degree
10%Associate's Degree

What level this role is pitched at

O*NET places this occupation in “Considerable Preparation Needed”. Most of these occupations require a four-year bachelor's degree, but some do not.

A considerable amount of work-related skill, knowledge, or experience is needed for these occupations. For example, an accountant must complete four years of college and work for several years in accounting to be considered qualified.

Common questions

What does a Document Management Specialist do?: 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. Day to day that includes work like assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content and Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
What skills should a Document Management Specialist put on a resume?: O*NET rates Reading Comprehension, Active Listening, Critical Thinking, Writing, and Complex Problem Solving among the most important skills for this occupation. Name the ones that are genuinely yours and show where you used them. A resume that lists skills you do not have is weaker than one that lists fewer.
What software should a Document Management Specialist list?: Software recorded for this occupation includes Ademero Content Central, Adobe Acrobat, Adobe Dreamweaver, Adobe InDesign, and Adobe Photoshop. Applicant tracking systems match on the exact product name, so write the tool as the posting writes it rather than describing it in general terms.
What other job titles cover Document Management Specialist work?: O*NET records 24 titles for this occupation, including Document Control Manager, ECM Consultant, Enterprise Content Management Consultant, and Electronic Content Manager. Searching only your own job title hides most of the openings you could apply to.
What qualifications does a Document Management Specialist need?: In O*NET's survey of people doing this job, 60% reported their level of education as "Bachelor's Degree". That is what current postholders reported, not a requirement any single employer sets.
Will this resume pass an ATS for a Document Management Specialist role?: No tool outside an employer can tell you how that employer's system is configured, including ours. What you can control is that the resume parses cleanly, names the work in the words the posting uses, and does not claim anything you cannot back up.

Related roles

Occupations O*NET records as closest to this one, and worth looking at if this search is not moving.

What this page cannot tell you

No tool outside an employer can tell you how that employer’s ATS is configured, including ours.
This page makes no claim about pay, demand or how many people hold this job. O*NET does not publish that here and we will not estimate it.
Keyword overlap is one input to a resume’s score, not a verdict on you. A resume that names skills you do not have is worse than one that names fewer.

If this is the job you are aiming at, the guide to tailoring a resume covers how to aim one posting properly, and building and exporting a resume here is free.

Occupation data from the O*NET 29.1 Database by the U.S. Department of Labor, Employment and Training Administration (USDOL/ETA), used under CC BY 4.0. O*NET is a trademark of USDOL/ETA. SpartanResume is not endorsed by USDOL/ETA.