access to documents regulations
The principles on public access to documents and the applicable regulatory framework, such as Regulation (EC) no 1049/2001 or the different provision applicable at national level.
Document management officers ensure that the documents required for their organisation's functioning and daily operations are registered, classified and archived correctly and are made available to the different services or to the public upon request. They oversee the implementation of internal procedures and promote proper document management practices within the organisation, providing training to other employees on document management procedures. They may operate electronic records management systems (ERMS), electronic document management systems (EDMS) and archives management systems (AMS) and provide support in defining related technical requirements.
Competences and skills
60 ESCO relationsEssential knowledge 15 competences
Occupation specific
1 competenceSector-specific
10 competencesbusiness process modelling
The tools, methods and notations such as Business Process Model and Notation (BPMN) and Business Process Execution Language (BPEL), used to describe and analyse the characteristics of a business process and model its further development.
data protection
The principles, ethical issues, regulations and protocols of data protection.
digital
database management systems
The tools for creating, updating and managing databases, such as Oracle, MySQL and Microsoft SQL Server.
digital
document management
The methodology of tracking, managing and storing documents in a systematic and organised manner as well as keeping a record of the versions created and modified by specific users (history tracking).
documentation types
The characteristics of internal and external documentation types aligned with the product life cycle and their specific content types.
ICT infrastructure
The system, network, hardware and software applications and components, as well as devices and processes that are used in order to develop, test, deliver, monitor, control or support ICT services.
digital
information architecture
The methods through which information is generated, structured, stored, maintained, linked, exchanged and used.
digital
information categorisation
The process of classifying the information into categories and showing relationships between the data for some clearly defined purposes.
digital
information confidentiality
The mechanisms and regulations which allow for selective access control and guarantee that only authorised parties (people, processes, systems and devices) have access to data, the way to comply with confidential information and the risks of non-compliance.
digital
internal risk management policy
The internal risk management policies that identify, assess and prioritise risks in an IT environment. The methods used to minimise, monitor and control the possibility and the impact of disastrous events that affect the reaching of business goals.
digital
Cross-sector
4 competencesdigitization
The process of transforming an object from its analogical form to a digital format. It creates a digital representation of the object without making in-kind changes to it.
digital
document sharing procedures
The internal procedures concerning the circulation of documents in large organisations.
government policy implementation
The procedures related to the application of government policies at all levels of public administration.
intellectual property law
The regulations that govern the set of rights protecting products of the intellect from unlawful infringement.
Essential skills and competences 19 competences
Occupation specific
2 competencesmanage archive
Supervise others to ensure that documents, files, and objects are correctly labelled, stored, and preserved according to archive standards and regulations.
set up documentation control system
Set up and maintain documentation control system
digital
Sector-specific
7 competencesapply information security policies
Implement policies, methods and regulations for data and information security in order to respect confidentiality, integrity and availability principles.
develop classification systems
Organise archive or business records; develop classification systems to facilitate access to all information.
facilitate access to information
Prepare documents for archiving; ensure that the information can easily be accessed at all times.
manage data collection systems
Develop and manage methods and strategies used to maximise data quality and statistical efficiency in the collection of data, in order to ensure the gathered data are optimised for further processing.
digital
manage digital archives
Create and maintain computer archives and databases, incorporating latest developments in electronic information storage technology.
digital
respect data protection principles
Ensure that access to personal or institutional data conforms to the legal and ethical framework governing such access.
work in an international environment
Guide your career to an international level which often requires the ability to interact, relate and communicate with individuals from different cultures.
Cross-sector
10 competencesanalyse business processes
Study the contribution of the work processes to the business goals and monitor their efficiency and productivity.
apply organisational techniques
Employ a set of organisational techniques and procedures which facilitate the achievement of the set goals set such as detailed planning of personnel's schedules. Use these resources efficiently and sustainably, and show flexibility when required.
develop organisational policies
Develop and supervise the implementation of policies aimed at documenting and detailing the procedures for the operations of the organisation in the lights of its strategic planning.
ensure proper document management
Guarantee that the tracking and recording standards and rules for document management are followed, such as ensuring that changes are identified, that documents remain readable and that obsoleted documents are not used.
manage content metadata
Apply content management methods and procedures to define and use metadata concepts, such as the data of creation, in order to describe, organise and archive content such as documents, video and audio files, applications and images.
digital
monitor developments in field of expertise
Keep up with new research, regulations, and other significant changes, labour market related or otherwise, occurring within the field of specialisation.
organise information
Arrange information according to a specified set of rules. Catalogue and classify information based on the characteristics of that information.
oversee record management
Control and oversee electronic records of an organisation throughout the records life-cycle.
- Scope note
- This includes storing, classifying, securing, archiving, preserving and retrieving of electronic records.
train employees
Lead and guide employees through a process in which they are taught the necessary skills for the perspective job. Organise activities aimed at introducing the work and systems or improving the performance of individuals and groups in organisational settings.
use software for data preservation
Utilise specialised applications and software to collect and preserve digital information.
digital
Optional knowledge 9 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
6 competencesAdobe Illustrator
The computer program Adobe Illustrator CC is a graphical ICT tool which enables digital editing and composition of graphics to generate both 2D raster or 2D vector graphics. It is developed by the software company Adobe.
digital
data storage
The physical and technical concepts of how digital data storage is organised in specific schemes both locally, such as hard-drives and random-access memories (RAM) and remotely, via network, internet or cloud.
digital
ICT project management
The methodologies for the planning, implementation, review and follow-up of ICT projects, such as the development, integration, modification and sales of ICT products and services, as well as projects relating technological innovation in the field of ICT.
digital
ICT security standards
Best practices and guidelines established for securing information and communication technology (ICT) systems and data. Standards as is the case of ISO 27000 series, provide a framework for implementing effective security controls, including access control, risk assessment and incident management, as well as to provide compliance of anorganisation.
digital
Microsoft Access
The computer program Access is a tool for creating, updating and managing databases, developed by the software company Microsoft.
digital
principles of artificial intelligence
The artificial intelligence theories, applied principles, architectures and systems, such as intelligent agents, multi-agent systems, expert systems, rule-based systems, neural networks, ontologies and cognition theories.
digital
Cross-sector
3 competencesorganisational structure
Framework of the different departments within the organisation, as well its people, their roles and responsibilities.
procurement legislation
The procurement legislation at national and European level, as well as adjacent areas of law and their implications for public procurement.
public law
The part of law which governs relationships between individuals and the government, and the relationships between individuals which concern society directly.
Optional skills and competences 17 competences
Occupation specific
1 competenceappraise historical documents
Authenticate and evaluate historical documents and archive materials.
Sector-specific
4 competencesevaluate tender
Ensure that tenders are assessed in an objective and legally compliant way and against exclusion, selection and award criteria defined in the call for tender. This includes identifying the Most Economically Advantageous Tender (MEAT).
file documents
Create a filing system. Write a document catalogue. Label documents etc.
digital
operate relational database management system
Extract, store and verify information using database management systems based on the relational database model, which arranges data into tables of rows and columns, such as Oracle Database, Microsoft SQL Server and MySQL.
digital
- Scope note
- This activity excludes programming activities, changing structure of database or designing databases.
utilise machine learning
Use techniques and algorithms that are able to extract mastery out of data, learn from it and make predictions, to be used for program optimisation, application adaptation, pattern recognition, filtering, search engines and computer vision.
digital
Cross-sector
12 competencesassess reliability of data
Implement procedures and techniques that could help determine the level of reliability of the information in the sense of reducing risks and increasing infallibility in the decision making.
communicate with stakeholders
Facilitate communication between organisations and interested third parties such as suppliers, distributors, shareholders and other stakeholders in order to inform them of the organisation and its objectives.
develop information standards
Develop norms or requirements that establish uniform technical criteria, methods, processes and practices in the information management based on professional experience.
digitise documents
Load analog documents by converting them into a digital format, using specialised hardware and software.
digital
draft tender documentation
Draft tender documentation which defines the exclusion, selection and award criteria and explains the administrative requirements of the procedure, justifies the estimated value of the contract, and specifies the terms and conditions under which tenders are to be submitted, evaluated and awarded, in line with the organisation policy and with European and national regulations.
ensure compliance with legal requirements
Guarantee compliance with established and applicable standards and legal requirements such as specifications, policies, standards or law for the goal that organisations aspire to achieve in their efforts.
ensure information transparency
Ensure that required or requested information is provided clearly and completely, in a manner which does not explicitly withhold information, to the public or requesting parties.
maintain computer hardware
Diagnose and detect malfunctions in computer hardware components and systems and remove, replace, or repair these components when necessary. Execute preventative equipment maintenance tasks, such as storing hardware components in clean, dust free, and non-humid spaces.
digital
monitor legislation developments
Monitor changes in rules, policies and legislation, and identify how they may influence the organisation, existing operations, or a specific case or situation.
perform data analysis
Collect data and statistics to test and evaluate in order to generate assertions and pattern predictions, with the aim of discovering useful information in a decision-making process.
digital
propose ICT solutions to business problems
Suggest how to solve business issues, using ICT means, so that business processes are improved.
digital
provide cost benefit analysis reports
Prepare, compile and communicate reports with broken down cost analysis on the proposal and budget plans of the company. Analyse the financial or social costs and benefits of a project or investment in advance over a given period of time.