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Document Management Specialist

Technology

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.

Computer ScienceBusiness

What you'd do all day

The tasks that matter most in this job, most important first.

  1. 1Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
  2. 2Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
  3. 3Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
  4. 4Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
  5. 5Develop, document, or maintain standards, best practices, or system usage procedures.
  6. 6Assist in the assessment, acquisition, or deployment of new electronic document management systems.
  7. 7Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
  8. 8Write, review, or execute plans for testing new or established document management systems.
  9. 9Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.
  10. 10Monitor regulatory activity to maintain compliance with records and document management laws.
  11. 11Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
  12. 12Keep 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.
  13. 13Conduct needs assessments to identify document management requirements of departments or end users.
  14. 14Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
  15. 15Document technical functions and specifications for new or proposed content management systems.
  16. 16Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.
  17. 17Consult with end users regarding problems in accessing electronic content.
  18. 18Propose recommendations for improving content management system capabilities.
  19. 19Operate data capture technology to import digitized documents into document management system.
  20. 20Prepare support documentation and training materials for end users of document management systems.
  21. 21Search electronic sources, such as databases or repositories, or manual sources for information.
  22. 22Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.
  23. 23Analyze, interpret, or disseminate system performance data.

Also known as

What this job is called on JobStreet, LinkedIn and in job ads. Search these too.

  • ECM Consultant
  • RIM Consultant
  • RIM Specialist
  • Records Manager
  • Content Specialist
  • Content Strategist
  • Document Processor
  • Records Specialist
  • Records Technician
  • Document Controller

How far is this from you?

Roughly how much preparation this job usually takes. In Malaysia your UPU route and the programme's syarat still decide entry, so treat this as a guide, not a gate.

  1. 1

    Entry straight after SPM

  2. 2

    SPM + sijil / short TVET course

  3. 3

    Diploma / TVET (sijil–diploma)

  4. Typical entry

    Degree (ijazah sarjana muda)

  5. 5

    Postgrad (sarjana / PhD) or professional route

Typical educationBachelor's degree

Subjects that matter here

The SPM subjects worth your effort for this career, with the reason for each.

EnglishDraws directly on English Language — a top knowledge area for this role (O*NET).
BusinessDraws directly on Administration and Management — a top knowledge area for this role (O*NET).
EconomicsDraws directly on Administration and Management — a top knowledge area for this role (O*NET).
Computer Science / ICTDraws directly on Computers and Electronics — a top knowledge area for this role (O*NET).
Electrical & Electronic Eng. StudiesDraws directly on Computers and Electronics — a top knowledge area for this role (O*NET).

What you'd need to know

The subject areas this job leans on most, and the SPM subjects that build them.

  • English Language78%

    English

  • Administration and Management77%

    BusinessEconomics

  • Computers and Electronics76%

    Computer Science / ICTElectrical & Electronic Eng. Studies

  • Customer and Personal Service71%
  • Administrative69%

    Business

  • Law and Government69%

    History (Sejarah)

Tools you'd use

Software and equipment that show up in this job, worth learning early.

Where to learn these, free

Scholarships & funding

What the work feels like

Day-to-day working conditions, so you can tell whether the job suits how you like to work.

  • Face-to-face discussionsEvery day
  • Contact with other peopleConstant contact
  • Dealing with customers or the publicA little
  • Leading or coordinating othersHigh
  • Handling conflict situationsRarely
  • Indoors, air-conditionedEvery day
  • Outdoors, in all weatherAlmost never
  • Noisy environmentAlmost never

AI and demand for this job

A few real, dated data points — not a single score. AI making some tasks faster usually means a job changes, not that it disappears.

36%

Share of everyday tasks today's AI can already help with (2023)

This estimate is from 2023 — already out of date, since AI moves fast. Treat it as a rough, aging starting point, not the current picture.

4.49%

Of Malaysian Claude conversations, about this kind of work

Measures how much people use Claude for this work, not how many Malaysians do this job — and more AI use can mean people relying on it, not that it's replacing them.

Growing role in the US

US Bureau of Labor Statistics data, not Malaysian. Shown because it's the only forward-looking demand estimate we have for this job.

Pay in Malaysia

We don't have a sourced Malaysian salary range for this job yet, and we'd rather show nothing than a number we can't stand behind.

Where to check:

  • JobStreet and Hiredly job ads for this title
  • DOSM Salaries & Wages Survey
  • SSPA scheme tables, if you're aiming for a government post

Check what you may qualify for

Enter your SPM grades and see which routes and programmes you may qualify for. An estimate to plan with, not an offer.

Check my eligibility Not sure yet? Take the quiz

How to get here

Post-SPM pathways with programmes in this career's fields. Tap one to see real programmes and entry requirements.

Asasi / Foundation

One-year runway into a specific university: public via UPU or private direct entry.

12 months

Diploma

Skill-first qualification. Work after, or enter degree Year 2. Polytechnics keep it affordable.

2.5–3 years

Related careers

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About this information

This describes what the job involves. Pay, demand and entry routes differ in Malaysia, so check the Pathways and Programmes pages for local requirements.

O*NET occupation: Document Management Specialists

Job responsibilities, knowledge areas and work context from O*NET 30.3, US Department of Labor, used under CC BY 4.0. onetcenter.org