Document Controller

Responsibilities

• Document Collection and Organization : Responsible for collecting documents and materials from various departments of the company, including contracts, technical documents, engineering documents, etc. Organize, categorize and verify these documents to ensure their completeness and accuracy.
• Document Distribution and Retrieval : Distribute controlled documents in accordance with the company's specified procedures to ensure that documents are delivered to relevant departments and personnel, while maintaining detailed distribution records. At the same time, take charge of retrieving obsolete documents and stamping them with "Obsolete" to prevent the misuse of outdated documents.
• Document Filing and Storage : File the organized documents, store them in accordance with certain classification methods and storage rules, and establish a document directory index for easy reference. Additionally, be responsible for the storage of documents to ensure their safety and prevent loss or damage.
• Document Update and Maintenance : Regularly organize documents, check whether the document versions are the latest, update or invalidate expired or ineffective documents, and ensure that all documents used by the company are valid versions.
• Document Process Management : Manage the processes of document compilation, review, approval and release within the company to ensure the standardized and efficient operation of document processes. Assist relevant departments in formulating rules, regulations and work processes for document management, and supervise their implementation.
• External Document Control : Conduct classification, filing, distribution and maintenance management of external documents, such as drawings and materials provided by customers, to ensure effective control and utilization of external documents.
• Administrative Affairs Assistance : Cooperate with administrative work, such as meeting arrangement, office supplies procurement, etc.
• Training and Support : Provide training on the use of the document management system and technical support for company employees, help employees use the document management system correctly, and improve work efficiency.
• Account Management : Establish and update the gauge account in real time, recording detailed information of each gauge such as model, specification, factory serial number, calibration cycle, user department, and responsible person. Ensure "one gauge, one account" for traceability.
• Receiving, Dispatching and Storage : Be responsible for the registration of gauge issuance and return, and check whether the returned gauges are in good condition (e.g., whether there is collision or wear). Store gauges in categories as required. For example, precision gauges (such as micrometers and dial indicators) should be placed in moisture-proof, dust-proof special boxes or constant-temperature cabinets to avoid precision loss caused by environmental factors.
• Daily Maintenance : Guide users to maintain gauges properly, such as cleaning oil stains promptly and applying anti-rust oil after use. Regularly check the status of gauges in stock, and deal with problems such as rust and deformation in a timely manner to prevent the situation from worsening.
• Calibration Plan Formulation : Based on the frequency of use, precision requirements of gauges and industry standards, formulate annual, quarterly or monthly calibration plans, specifying the calibration time and calibration institution (internal laboratory or external third party) for each gauge.
• Calibration Execution and Tracking : Send gauges for calibration on time. For gauges that can be calibrated internally (such as calipers), designated personnel shall operate in accordance with the calibration procedures. For external calibration, qualified institutions shall be selected and calibration reports shall be requested.
• Track the progress of calibration to avoid production stagnation due to delayed calibration. After calibration, affix "qualified", "unqualified" or "restricted use" labels on the gauges, marking the calibration date and the next calibration time.
• Unqualified Product Handling : For unqualified gauges after calibration, isolate them in time and mark them as "forbidden". Organize technicians to assess whether they can be repaired. After repair, re-calibration is required, and only qualified gauges can be put into use. Those that cannot be repaired shall apply for scrapping in accordance with the procedures to prevent them from entering the production process.
• Usage Supervision : Regularly inspect the gauge usage in various departments, check for irregular operations (such as tapping workpieces with calipers or using gauges as tools), stop and correct problems in a timely manner to avoid precision loss of gauges.
• Personnel Training : Conduct operation training for new employees or when new types of gauges are introduced. The content includes the correct use method of gauges, key points of daily maintenance, and identification of precision errors. Regular re-training shall be organized to strengthen the awareness of standardized use.
• Record Filing : Classify and file documents such as gauge calibration reports, issuance and return records, maintenance records, and scrapping applications. Ensure all processes have written or electronic records, and the retention period complies with industry or company regulations (usually at least 3 years).
• Report Statistics : Regularly (e.g., monthly) count gauge management data, such as "monthly calibration qualification rate", "gauge damage rate", and "good rate of gauges in stock". Form reports and submit them to superiors to provide data support for optimizing management (such as adjusting calibration cycles and replenishing inventory of vulnerable gauges).
• Tasks Assigned by Superiors : Complete other work tasks assigned by the department head.

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