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Senior Document Controller

Calgary, AB, Canada
March 07, 2019

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Rachel Griffiths 403-***-****


Enthusiastic document controller with 10+ years of experience in storing, managing, distributing and tracking over 1M documents. Detail orientated, trusted to combine a strong work ethic with superior organizational and multi-tasking skills. Excellent written and verbal communication skills. Proven team leader who drives change and continuous improvement. Established training and coaching abilities. Dedicated and loyal person consistently creating a friendly team-building environment while also working independently as required. Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), Dynamics CRM, Documentum / Infoworks, SharePoint and Livelink. Experienced working on all project phases from FEED, detailed design through to construction.



Information Management Specialist / Executive Assistant Nov 2016-Jan 2019 Analysis of business processes to support improvements and training. Provide training and day to day support for SharePoint. Built effective relationship with all employees. Support day to day activity and travel of CEO through Europe and Middle East. Supervise up to 3 staff. Plan staff, supplier and project events.

Saved 500+ hours per year by replacing the network file share with SharePoint for all records, designing a fit for purpose EDMS complete with metadata and version control to support collaboration across multiple offices.

Investigated user capabilities of new phone and audio/video conferencing software resulting in improved training and system modifications to support staff.

Successfully coordinated an office move of 33 staff including files and equipment with minimal staff downtime.

Maximized team effectiveness through senior level changes by supporting the CEO and employees.

Created sales and marketing workflow resulting in a clearly documented procedure to supports training and clarity of responsibilities.

Expedited board actions by implementing Microsoft Planner, allowing greater visibility and accountability seeing over 60 tasks completed by 4 board members in the first half of 2018.

Tracked contractor actions during new office build, holding contractor accountable and achieving 93% completion of final snags complete.


Document Management Team Lead Nov 2013-Feb 2016

Directed the storage, management, and distribution of up to 80K electronic documents. Supervised 4 document management (DM) staff, coordinating day to day activities and defining and implementing DM standards. Managing up to 4 engineering contractors.

Saved $1.2M by designing a custom document and tag bulk loader tool for Livelink, reducing load sheet types from 18 to 1 and reducing staffing requirements from 7 to 3 to meet project cost reduction targets.

Reduced costs by $320,000 by removing hard copy requirements for Manufacturing Record Books.

Reviewed and championed revision of document management standards (document transfer, technical document numbering, non-technical document numbering, revision numbering, and drafting, red-lining and as-building), resulting in standardization of out of date and redundant processes.

Improved staff efficiency and contractor relationships by standardizing work processes (issuing documents, registering document numbers, and quality checklist requirements).

Worked collaboratively with OpenText to improve Livelink functionality, gaining free system improvements saving as much as $100K per year in return for providing software feedback.

Reduced number of internal DM staff requirements from 3 people to person through input to the creation of a new contractor Scope of Work, moving DM duties to contractors,

oManagement of equipment numbers, document numbers and revisions.

oLoading documents into Livelink using multiple document loader technologies.

Created an error reporting tracking sheet that was provided to the users which resulted in a 75% error rate reduction with incoming documents.


Site Document Management Lead (Bechtel secondment) 2012-2013

Managed document control services for 3 subcontracts on site by updating hard copy drawing sets and issuing incoming and outgoing supplier documents.

Increased awareness and minimized liability by supporting project management with the removal of a contractor from the project by compiling a document management report highlighting document status.

Maintained master document lists (vendor, specification, distribution), and hard copy drawing sets of over 1500 documents, ensuring timely document distribution to contractors.

Document Management Deputy Principal Lead 2011-2012

Supervised 28 people in addition to duties under Document Management Sub Lead.

Identified and mitigated potential design, cost and schedule impacts as a member of a multi-discipline team that collaboratively reviewed new client standards in which findings supported issue of change orders.

Increased management awareness of challenges that affected cost, schedule or quality by investigating historical project events that had major impact on cost, schedule or design to create a graphical timeline highlighting these items for project management.

Document Management Sub Lead 2009-2011

Supported the storage, management, distribution and tracking of over 1M technical and non-technical records in both hard copy and electronic formats. Supervised up to 14 staff, prioritized work, coached team and conducted yearly performance appraisals. Co-ordinated multi-office execution between New Delhi, home office and contractors. Defined project specific work processes and procedures.

Increased efficiency by managing the concurrent engineering work process for multiple offices in coordination with the client.

Improved DMs visibility in the organization by providing training for all project personnel around the electronic document management system (EDMS), (searching, issuing, distribution, work packages etc.).

Eliminated unnecessary steps and reduced errors by writing and implementing project specific work processes (deviation notices, drawings, material requisitions, scope drawings, plans, squad check, archiving).

Assisted with identification and implementation of security requirements, permissions, and the distribution matrix within the EDMS resulting in improved user satisfaction and minimized liability for secure records.

Improved DM image by participating in project audits (corporate, project, ISO:9001) with positive results.

Document Management Coordinator 2006-2008

Coordinated the day to day activities of 6 staff. Prioritized tasks, coached team and provided input to performance appraisals. Provided input into document control standards, procedures and work processes.

Quality checked and issued all in-house documentation (deviation notices, work packages, material requisitions, drawings, data sheets, concurrent engineering etc.).

Document Management Technician 2005-2006

Issued and distributed in-house engineering documentation.


Devon EXL Exploring Leadership 2015

Bantrel Bantrel Supervisory Development Program 2012

National Seminars Training Business Writing 2012

Dale Carnegie Dale Carnegie Course – Effective Communication and Human Relations 2011

Bantrel Leads Toolkit Training 2011

Bantrel Incident Investigation Training 2007

Bantrel Discipline Leads Training Program 2007

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