Document Controller

About the role

To identify, recover, digitise, structure and quality assure Operations & Maintenance (O&M) documentation, warranties, guarantees and related asset information across HMRC's Regional Centre estate.

The role will establish a consistent and searchable information structure within Glider, ensuring that critical building information can be located, accessed and used effectively by Estates, Facilities Management and future projects.

The role is focused on document control, information recovery and information structuring rather than BIM modelling or information governance.

Key Responsibilities

Information Recovery

• Locate and retrieve O&M manuals, Health & Safety Files, CAT A documentation, CAT B fit-out information, warranties, guarantees and collateral warranties from all available sources.
• Identify information held within:
  • Glider
  • Viewpoint
  • Network drives
  • External hard drives
  • Project archives
  • Facilities Management providers
  • Local site records
  • Hard copy O&M folders

Digitisation

• Electronically capture hard copy documentation through scanning and indexing.
• Apply document naming conventions and quality checks to scanned records.
• Ensure electronic records are legible, complete and searchable.

Document Control

• Review and rationalise duplicated information.
• Identify superseded and current revisions where possible.
• Maintain document registers and audit trails.

Information Structuring

• Develop and implement a consistent folder and information hierarchy within Glider.
• Reorganise existing digital records into logical disciplines, including:
  • CAT A
  • CAT B
  • Health & Safety
  • Architecture
  • MEP
  • Fire
  • Vertical Transportation
  • Warranties & Guarantees
  • Commissioning
  • Testing & Certification

Data Quality & Gap Analysis

• Undertake completeness reviews against expected handover documentation.
• Identify documentation gaps by site and discipline.
• Produce gap analysis reports and document recovery plans.

Stakeholder Engagement

• Liaise with project teams, suppliers, FM providers and site representatives to locate missing information.
• Support Digital Estate and Facilities Management teams in validating information completeness.

Deliverables

Priority 1

Identify, locate and electronically capture:

• CAT A documentation
• CAT B documentation
• Warranties
• Guarantees
• Collateral warranties

Priority 2

Capture all available electronic O&M information from available repositories including:

• Glider
• Viewpoint
• Network drives
• Project archives
• Supplier submissions
• Hard drives
• Site-held records

Priority 3

Produce a documented gap analysis identifying:

• Missing O&M information
• Missing warranties
• Missing Health & Safety information
• Missing commissioning records
• Missing certificates

Priority 4

Create a consolidated information set within Glider.

Priority 5

Implement a standardised document structure and classification approach across all sites.

Success Measures

• 100% of available CAT A and CAT B documentation located and uploaded.
• 100% of available warranties, guarantees and collateral warranties identified and indexed.
• Consolidated document structure implemented across all Regional Centre sites.
• Gap analysis completed for every site.
• All recoverable hard copy documentation digitised and searchable.
• Information accessible through Glider using a consistent naming and filing structure.

Essential Criteria

• Document Controller experience within construction, property or engineering environments.
• Strong knowledge of Operations & Maintenance manuals.
• Experience managing Health & Safety Files.
• Understanding of warranties, guarantees and collateral warranties.
• Experience digitising and indexing large technical document collections.
• Experience undertaking document audits and gap analysis.
• Familiarity with Common Data Environments (CDEs).
• Strong understanding of document naming conventions and version control.

Desirable Criteria

• Experience with Glider.
• Experience with Viewpoint.
• Understanding of ISO 19650 principles.
• Experience working within government estates or large corporate property portfolios.
• Knowledge of building services and FM documentation.

Our Values

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact your designated recruiter to request accommodation.