A skills matrix template is a tool that organizations can use to effectively manage and assess the skills and certification statuses of individual employees or teams.
For example, you can use this document control skills matrix to ensure that your employees are competent with the necessary document management systems (DMS) that will keep your documentation organized, secure, and compliant with industry standards.
Document management systems
Proficiency with document management software (e.g., SharePoint, Documentum)
Understanding of electronic document management systems (EDMS)
Implementation and customization of document control systems
Document search, retrieval, and archival
Coordination with internal teams for document updates
Document control procedures
Creation and maintenance of Standard Operating Procedures (SOPs)
Managing document workflows and approval processes
Regular communication with regulatory bodies and auditors
Compliance and regulatory standards
Knowledge of ISO standards (e.g., ISO 9001, ISO 27001)
Compliance with industry-specific regulations (e.g., FDA, OSHA)
Audit readiness and document traceability
Ensuring document compliance with regulatory requirements
Collaborating with internal and external auditors to validate document control processes and regulatory compliance
Quality control and auditing
Internal document audits and inspections
Corrective and preventive actions (CAPA) management for document issues
Ensuring accuracy and consistency of controlled documents
Monitoring and improving document control processes
Continuous improvement in document control knowledge
Related skills Copied
You can use your document control skills matrix template to track skills and certifications related to the following (and more) areas:
Document Control Procedures. Proficiency in establishing and implementing document control processes, including document numbering, version control, and document lifecycle management. Certifications such as the Certified Document Controller (CDC) offered by the Association for Information and Image Management (AIIM) validate expertise in document control best practices and standards.
Document Change Management. Skill in managing document changes, including change requests, impact assessments, and revision control. Certifications such as the Certified Change Management Professional (CCMP) offered by the Change Management Institute (CMI) demonstrate proficiency in change management principles, practices, and methodologies.
Document Review and Approval. Ability to review and approve documents for accuracy, completeness, and compliance with standards and regulations. While there is no specific certification solely dedicated to document review and approval, certifications such as the Certified Quality Auditor (CQA) offered by ASQ validate proficiency in auditing techniques, compliance assessment, and document control practices.
Document Retrieval and Distribution. Competency in organizing and facilitating document retrieval and distribution processes, ensuring timely access to authorized personnel. Certifications such as the Certified Records Manager (CRM) offered by the Institute of Certified Records Managers (ICRM) demonstrate expertise in records management principles, information retrieval systems, and distribution strategies.
Document Archiving and Retention. Knowledge of archiving and retention practices to ensure the proper storage, retrieval, and disposal of documents in accordance with regulatory requirements. Certifications such as the Certified Records Analyst (CRA) offered by ARMA International validate proficiency in records retention schedules, archival methods, and legal compliance for document retention.
Document classification. Proficiency in areas such as taxonomy development, controlled vocabulary implementation, and automated classification algorithms.
Records management. Expertise in records retention schedules, legal hold procedures, and Electronic Records Management Systems (ERMS) for accurate archiving, retrieval, and disposal of records.
GDPR compliance. Knowledge of data subject rights, Data Protection Impact Assessments (DPIA), and GDPR Article 30 requirements that ensure adherence to EU data protection laws.
Benefits Copied
Using a document control skills matrix template can benefit your teams in various ways. Among them:
Customized training paths. Develop targeted training for employees that allows them to master Document Management Systems (DMS), version control, and metadata standards.
Regulatory compliance. Ensure that your employees hold ISO 9001 Lead Auditor and ASQ CMQ/OE certifications, so you can meet stringent quality and compliance standards.
Strategic resource allocation. Assign Lean Six Sigma Green Belt and PMP-certified staff to optimize workflows, manage change, and drive continuous improvement in document control.
Download the free Excel Document control skills matrix template Copied
We also have a free Excel template available that you can download if you are not ready to get started with AG5. To download it, please complete this form here.
Frequently asked question Copied
What are the benefits of using a document control skills matrix?
A skills matrix can help you quickly and easily identify critical roles and tasks; find replacements for or successors to employees; monitor and track training progress; and visualize and close skill gaps in teams, departments, or teams, or the entire organization.
Is this document control skills matrix free to download?
Yes, all of AG5’s industry-specific skills matrices are free to download and use. You can find them on the “Skills matrix templates” section of our website.
How do I use a document control skills matrix?
Read our blog, “Everything you need to know about skills matrices.” It offers a wealth of information, including how to create and use skills matrices, plus additional tips and tricks for effective skills management.
What if I want to take my skills management to the next level?
With a decade of experience, Wais leads our Customer Success team, providing exceptional customer experiences at AG5. Find him cooking a feast or hosting his podcasts in his spare time.