Document Control Office

Profile Summary

Professional offering over **+ Years’ experience in working as Archiving Specialist/Project Document Controller/QC Document Controller/ Library Controller in EPC, Oil & Gas, Logistics works at Oman, Qatar & India.

Proficient with the management and efficient working of the Document Control Management System and ability to design and develop document control systems for the business.

Ensure the effective running of the day-to-day activities compliance with the quality management.

Highly responsible, meticulous and co-operative, problem solving, innovative, decision making with exceptional time management skills.

Independently and with minimum guidance manage the manual document control functions and administration of corporate wide enterprise document control software. (ACONEX, EDRMS, COMS, e-Office Automation, MS Access, G_Suite, WebBase Log, ERP & SharePoint).

A forward-thinking person with strong communication, analytical & organizational skills; well organized with a track record that demonstrates self-motivation and creativity to achieve corporate goals. Education

MASTER OF COMPUTER APPLICATION (MCA) - 2017 MS University

MASTER OF BUSINESS ADMINISTRATION (MBA) - 2014 KSOU University

BACHELOR OF COMPUTER APPLICATION (BCA) - 2012 MS University

DIPLOMA IN COMPUTER TECHNOLOGY (DCT) - 2002 IRT Polytechnic College

Certification: Certified in Aconex Professional & Certificate Course in Documentation – 2015

Diploma: PG Diploma in Urban Planning and Development (PGDUPDL) – 2018 IGNOU Professional Trainings

o ACONEX, Chennai, India o G_SUITE (GOOGLE), Muscat, Sultanate of Oman o ISO 9001-2015 QMS, Muscat, Sultanate of Oman o E-OFFICE AUTOMATION, New Delhi, India o EDRMS (NRAA), Muscat, Sultanate of Oman o ERP (ODOO), Gujarat, India Area of Excellence Soft Skills Software Skills

Archive Management

Quality Management

Digital Records Management

Electronic Document Records

Management

Correspondence Management

Digital Document Library

Library Management

ACONEX

DOCUMENTUM

EDRMS

ERP

E-OFFICE AUTOMATION

SHAREPOINT

MS ACCESS

G-SUITE

ADOBE ACROBAT

Career Timeline

Nov’02-Oct’06

Apr’11-Jun’12

Aug’18-Present

Time Management

Leader

Strategic Thinker

Team Player

Communicator

Innovator

********@*****.*** +91-978******* www.linkedin.com/in/shahubar E. Shahubar Shathik Ali

Ali

A multi-faceted professional acknowledged for highly organized in Document Control, Manage, store and records documents with compliance of company's regulations and standard. Maintain Records Management benchmark of best practice, setting up methodology, processes and the resulting data storage and using an Electronic Document Records Management System (EDRMS). E. Shahubar Shathik Ali

CAT International

Qatar WLL, Qatar.

Project Document

Controller

Chennai Metro Rail

Limited, India.

Executive Document

Controller

Dec’06-Feb’11

Jul’12-Aug’18

VSL India Pvt. Ltd,

Mumbai, India.

Document Controller

MW Hightech Projects

India Private Limited

Sr. Document Controller

OMANPOST SAOC, OMAN

Document Control & Archiving

Specialist

Work Experience

August 2018 till date

OMAN POST SAOC, Muscat (Governorate Sultanate of Oman) as Document Control & Archiving Specialist

Implemented and developed of SOP for Document Numbering, Documents Incoming and Outgoing.

Implemented and developed of Electronic Document Management System (EDMS) & Correspondence Management System (COMS)

Implemented and developed of Digital Records Management for storing all records in appropriate folder structure (Digital Repository), Tracking and Monitoring.

Implemented and developed of Physical Records Management (Archiving System) with safe storage of existing records.

Implemented and developed of Document Library containing request forms and policies for users easy to access.

Implementation of EDRMS with Archiving, Retention & Destruction of all records as per NRAA standard.

Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents.

Receive and distribute documents based on the Document Distribution Matrix to the right department and right person as per agreed procedure after CEO Review.

Maintain Master document control registers / documents for incoming and outgoing documents with Barcode / QR Code.

Implemented and developed of Library Management System (Physical & e_Library) develop and index database of manuals, books and technical records etc. that provide information for library users. July 2012 – August 2018

Chennai Metro Rail Limited, India as Executive Document Controller

I am responsible for maintenance and continual improvement of Document Control Management System as per ISO Standard. Monitor the document control requirements on an ongoing basis so as to make recommendations for any improvements in the system if necessary.

Assist with the implementation, management and administration of the electronic document management system (EDMS) and internal office correspondence (e-Office Automation).

Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.

Recommendation and consulting in implementation of project management software tools in the field of documentation.

Receive and distribute project documents and drawings based on the Document Distribution Matrix to the right department and right person (action parties) as per agreed procedure after Project Manager’s Review.

Applies relevant standards to ensure obsolete/superseded documents are removed from the work environment and only current revisions of necessary records are available at point of use. Develops and manages appropriate mechanisms to monitor compliance with the established document management system and takes early actions to correct any deviations from good governance practices.

April 2011 – June 2012

MW Hightech Project (I) Pvt. Ltd, India as Senior Document Controller

To established and maintained a system for controlling all Records / Documents and to assist in collating, interpreting, coordinating and reporting information concerning the status of project documentation.

Manage all deliverable documents through Web Base Log (SharePoint).

Implemented of Document Numbering System and Document Management System.

To developed and communicated efficient and effective document control procedure, data & information flow chart, document transmittal for identification, recording & tracking of documents.

Supervision of Documentum, Electronic Transfer, Receipt & Distribution. December 2006 to February 2011

CAT International Qatar W.L.L, Qatar as Project Document Controller

To established and maintained a system for controlling all Records / Documents and to assist in collating, interpreting, coordinating and reporting information concerning the status of project documentation.

Manage all deliverable documents through In-house developed Aconex & EDMS software.

To developed & communicated efficient and effective document control procedure, data & information flow chart, document transmittal for identification, recording & tracking of documents.

Updating Engineering and Vendor documents in EDMS (Electronic Document Management system).

Preparation of weekly and monthly reports of Engineering & Vendor documents, Technical Query and Technical Clarification status and send to Engineering & Procurement Manager.

Achievements & Recognitions

Team Lead for e-Governance project and e-office automation (Physical documentation process).

Implementation for Electronic Document Management System (EDMS), e-Office Automation, Asset Management System, E-Leave, ERP module (HR & Finance) in Chennai Metro Rail Limited (CMRL).

Achieving and maintaining high degree of satisfaction and enthusiastic work culture within team.

Implemented and Developed of SOP, Digital Records Management (DRM), Electronic Document Management System (EDMS), and Correspondence Management System (COMS), Records Archive Management in Oman Post. Personal Details

Date of Birth: 03rd April 1983

Languages Known: English, Hindi, Tamil, Malayalam & Arabic (Beginning) Driving License : Oman & India

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