Document Controller Management System

RINKAL.VYAS

E-Mail: ****.****.****@*****.***

Gender : Female

Educational Qualification : B. Com

Work Summary

Jun 13 – Jul 15 with Fabtech Projects & Engineers Pvt. Ltd., Pune as Document Controller (Vadodara Site) Organization: Fabtech Projects & Engineers Pvt. Ltd. Project Title: 6 X 1500M3 LPG Storage of Mounded Bullets Project Owner: Indian Oil Co. Ltd.

Consultant: Pyramid Consultant Engineers Pvt. Ltd. October-15 – Dec 18 with Samsung Engineering Co. Ltd., South Korea as Document Controller (Vadodara Site) Organization: Samsung Engineering Co. Ltd., South Korea Project Title: 120000 MTPA Linear Alkyl Benzene Project (LAB), Vadodara Refinery, Gujarat Owner: Indian Oil Co. Ltd.

Consultant: UHDE

IT SKILLS

MS Office,

GDMS (Global Documentation Management System 6.8) ViP, IPIX, e-Room (Client Platform), Technical Document Application, Processing Application

EDMS portal Client Sever, Digitalization

Communication: Outlook, Lotus Notes, MS Teams

Responsibilities as Document Controller

Project document filing, archiving and handover of milestone documents by performing Quality checks according to Project specifications and delivering conclusive information for Asset IM team

Developed procedures for document numbering, document review and control, data and document handover guidelines, vendor document requirements

Track MDR (master document register) Plan vs Actual schedule progress

Preparing and monitoring dashboard reports for KPI’s and project progress

Analyze and deliver data/document requirements of Operation team

Preparing workflow and managing Technical Query/ Technical Deviation cycle

Managing company’s Electronic Document management systems, ensuring classification of documents, checking metadata through various reports

As an Onsite document control coordinator responsible for Database Management Service (DMS) Activities for Engineering and Vendor Documentation

Support Business Manager for preparing scope of work and Contractor information specification

Review of project specific contracts, policy, procedures and processes to ensure compliance with the procedures / processes

Responsible for Information Management Deliverable E.g. Master Document Register, Master Tag/Equipment Register, Maintenance and release of Document Distribution Matrix (DDM)

Provide Information and Necessary Support to Commissioning, Plant Operations, Maintenance, Fixed Equipment Asset Integrity teams

RESUME

Preparation of Workflow, Execution methodology, various SOP and Quality checks procedure for project activities and thereby improving the Quality standards

Co-ordinate with EPCs-Supplier-Subcontractor, projects and IT functional team for IM related requirements/specification/standards

Perform quality control checks to ensure accurate filing of records for all project documentation generated by the company and external party

Preparation of Assessment report, Gap Analysis Report, Delta reports and Data enrichment reports

Accurately inputting data into systems, databases, or spreadsheets from various sources such as paper documents, digital files, or online forms

Reviewing and verifying data for accuracy and completeness, ensuring that any discrepancies or errors are corrected.

Regularly updating and maintaining data to ensure it is current, consistent, and reliable.

Organizing and filing digital or physical documents in a structured manner to ensure easy retrieval and compliance with data storage policies.

Conducting routine checks to ensure the integrity of data entered and identifying any patterns of errors to improve processes.

Safeguarding sensitive information and ensuring it is handled according to company policies and legal requirements.

Generating reports from the entered data as required, and providing insights or summaries based on the data collected.

Collaborating with other teams or departments to gather necessary data or clarify data-related queries.

Prioritizing tasks to ensure deadlines are met, especially in environments with high volumes of data to process.

Following specific procedures, guidelines, and standards for data entry to ensure uniformity and accuracy.

Apply procedures for distribution, filing, collect comments, and coordination of information flow to engineering documents for assigned project

Manages the timing for information flow and comments collection

Expedites documents related activities by Vendors, Contractors, Engineering team

Utilizes a specific project software for document managing

Prepares presentations, correspondence, and performs other clerical/administrative duties as needs arise

Identifying different types of documents such as specifications, engineering drawings, correspondence, financial records and project deliverables

Receive, check, accurately record into DMS and distribute all project drawings and documentation in an efficient and expeditious manner as requested by engineers

Maintains system and procedures to track processing of documents such as correspondence, minutes, reports, payment requests, change notices, change orders, claims, requests for information, submittals, schedules

Implement and maintain a coordinated and consistent filing system

Upload/capture data on Client’s EDMS if required

Oversees and assists with the handling of Engineering, construction, site activities and project documentation

Responsible to manage the storage, distribution and filing of all project documents in both paper and electronic format.

Assists with the filing of electronic documents, updating of document revisions and input of required information into the Electronic Document Management system (EDMS).

Responsible for managing and expediting document distribution

Work with local project teams to plan for final handover of electronic documents and data into the site EDMS system. Ensure that the required attributes, numbering, and file naming conventions are used

Interface closely with the Company and Client EDMS team on setup issues. Where required, attend project team meetings.

I do here by declare that the above-furnished statements are true to best of my knowledge and belief.

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