A documentation specialist is a professional whose primary responsibility is to create, manage, or both documents. This can include using a variety of mediums to document processes, projects, and procedures. It can also entail gathering documents from a variety of sources and combining them into a single, usable file or document. The purpose of such documentation can range from historical interest to business practice establishment to governmental requirement.
In many cases, the person who actually documents is a documentation specialist. This could entail writing policy and procedure manuals based on current practices, or creating a user manual that explains how to use or assemble a product. When a process is dictated by regulatory bodies or if it could potentially involve a dispute or lawsuit, it could also mean creating a timeline of actions and communications. It could also imply recording events and occurrences for historical purposes.
Consider a company that is required to follow certain safety procedures during the manufacturing process. A documentation specialist might be in charge of watching the process be completed correctly and then creating a document that instructs workers on how to duplicate it step by step. This work aids in training as well as demonstrating to regulatory bodies that the company is attempting to follow proper procedure.
A documentation specialist may be responsible for documenting events and processes through still or video photography in addition to or instead of writing documents. This could include photographing a car that has been involved in an accident in order to document the damages for an insurance claim or a lawsuit. Filming a special event or procedure so that it can be accurately portrayed without relying on human memory is another option.
Someone who assembles required documents from other sources is another type of documentation specialist. If a company is trying to collect money from a client and is considering legal action, a documentation specialist may be asked to gather the original purchase contract, all applicable invoices, and any emails or other communications sent to or exchanged with the client in question. This type of expert may also produce independent documents that provide more information or explain how the documents were obtained.
It’s important to keep in mind that this term should not be confused with document specialist. A documentation specialist creates or assembles documents with the intent of tracking data or proving a point. A document specialist is someone who works with existing documents, which can include anything from copy shop clerks to handwriting experts who authenticate historic documents.