Advisor - Document Control and Information Management

Rio Tinto; Bengaluru; On-site; INR 900,000 - 1,300,000; Full time

Job summary

Rio Tinto in Bengaluru seeks an experienced Adviser for Document Control and Information Management to ensure controlled document integrity and regulatory compliance across the project lifecycle. You will troubleshoot issues, support audits, and drive automation initiatives with Information Controllers and the broader team.

The role focuses on maintaining metadata, classification and secure access while coordinating with engineers and project teams to deliver compliant documentation on time.

Qualifications

• Associate or bachelor’s degree in Information Management, Engineering, Business or related field.
• 5+ years of experience in document control or similar role in asset-intensive industries.
• Experience with EDMS platforms and document lifecycle management processes.
• Ability to ensure audit-ready documentation and regulatory compliance.

Responsibilities

• Register, classify, and register incoming/outgoing project documents with established conventions.
• Maintain organised filing within EDMS and ensure quick retrieval and version control.
• Support compliance audits and implement document-control procedures and standards.
• Guide project teams on submissions, approvals, and compliance requirements.
• Drive digitalisation, automation, and standardisation across document-control processes.
• Collaborate with dispersed teams and manage document-related inquiries.

Skills

Communication

Stakeholder engagement

Analytical thinking

Time management

Attention to detail

Independent working

Education

Associate or Bachelor's degree in Information Management, Engineering, or Business

Tools

ALIM

SharePoint

Documentum

OpenText

Job description

Job Summary

Adviser - Document Control and Information Management

• Great opportunity to serve as a subject matter expert in Document Control and Information Management
• Support controlled document integrity, regulatory compliance and quality standards throughout the document lifecycle
• Lead triage, process improvement, digitalisation, automation and standardisation initiatives
• The role is based in Bengaluru

Role Overview

We are looking for an experienced and highly organised Adviser - Document Control and Information Management to provide subject matter expertise across document control and Information Management activities.

The selected individual will work alongside Information Controllers and the broader Information Management team to maintain controlled document integrity, support project teams and ensure compliance with regulatory and quality standards throughout the document lifecycle.

The role will also act as a key point of support for the team by troubleshooting complex document-control issues and identifying opportunities for process improvement, automation and standardisation.

Responsibilities

• This role is a great opportunity for an experienced Document Control professional with strong knowledge of information governance, Electronic Document Management Systems and controlled document workflows.
• Success in this role will require excellent communication, strong stakeholder engagement and the ability to manage complex priorities and large volumes of controlled documentation.
• The successful candidate will provide guidance to project teams and business users, support document approvals and compliance activities, and improve the effectiveness of document-control processes.
• The role will also contribute to digitalisation and automation initiatives, knowledge-base development, AI-enabled support tools and broader Information Management improvements.
• Reporting line: To be confirmed
• Function: Document Control and Information Management
• Scope: Your scope will include, but is not limited to, the following:

Document registration and control

• Receive, review, classify and register incoming and outgoing project documents in accordance with established naming conventions, taxonomy and metadata standards.
• Maintain an organised and systematic filing structure within the EDMS or Information Management System.
• Ensure that project documentation can be retrieved accurately and within the required timelines.
• Track document revisions and ensure that only the latest approved versions are circulated across the project and organisation.
• Update and maintain document-control logs, registers and metadata to keep records current, accurate and auditable.
• Control access to documentation and safeguard confidential or sensitive information in accordance with company policies.

Quality and compliance

• Ensure that documents meet internal quality and compliance standards before distribution or filing.
• Support audits by providing the required documentation and verifying compliance with regulatory and industry standards.
• Support the implementation and maintenance of document-control procedures, standards and work instructions.
• Identify and escalation document non-conformances, version-control issues and quality risks.
• Maintain accurate audit trails and records in support of internal and external compliance requirements.
• Identify and report gaps relating to document compliance, version control and audit trails.

Document distribution and stakeholder support

• Distribute project documents to relevant stakeholders in a timely and controlled manner.
• Coordinate with engineers, project managers and other departments to facilitate document reviews and approvals.
• Ensure that document approval workflows are completed correctly.
• Act as a key point of contact for document-related queries from authors, project teams and business users.
• Guide business users on document submission, retrieval, classification and compliance requirements.
• Build effective working relationships with stakeholders across geographically dispersed teams.

Continuous improvement and digitalisation

• Identify opportunities to improve document-control processes, filing structures and workflow efficiency.
• Contribute to the development and delivery of document-control training and awareness sessions.
• Support broader Information Management initiatives, workflow improvements and compliance programmes.
• Support digitalisation and automation initiatives associated with Information Management governance.
• Contribute to the development and maintenance of standards-related knowledge bases and workflows.
• Support the development and use of AI-enabled tools for Information Management activities.
• Promote simplification and standardisation across document-control processes.

Service delivery and team support

• Act as a developing subject matter expert for Document Control and Information Management activities.
• Support work triage and workload tracking across the delivery team.
• Troubleshoot complex document-control and workflow issues.
• Track document status and support service delivery against relevant requirements.
• Share knowledge and provide guidance to team members.
• Contribute to a collaborative, productive and quality-focused working environment.

Qualifications

We are looking for candidates with:

• An associate s or bachelor s degree in Information Management, Engineering, Business or a related discipline, or equivalent professional experience.

• More than five years of experience as a Document Controller or in a similar document-control role.
• Experience within engineering, construction, oil and gas, or another asset-intensive industry.
• Proficiency in document-management platforms and EDMS solutions such as ALIM, SharePoint, Documentum, OpenText or an equivalent system
• Strong knowledge of document registration, classification, version control, naming conventions and metadata-management standards.
• A clear understanding of the complete document lifecycle, including creation, review, approval, distribution, maintenance and archival.
• Experience maintaining document-control logs, registers and filing systems to audit-ready standards.
• Familiarity with quality-management and compliance frameworks relevant to engineering and asset-intensive industries.
• Proficiency in Microsoft Office applications, including Word, Excel and Outlook.
• Strong attention to detail and a methodical approach to document processing and quality control.
• Excellent communication and comprehension skills.
• Strong analytical, organisational and time-management capabilities.
• Experience managing competing priorities and large volumes of controlled documentation.
• Strong stakeholder engagement and customer-service orientation.
• The ability to work independently while collaborating with geographically dispersed teams.
• The ability to handle confidential or sensitive information with discretion.
• The ability to manage critical stakeholders and communicate effectively across teams.

Desirable experience

• Certification in document control, records management or information governance.
• Between five and seven years of experience in a relevant function, including experience in a shared-services environment.
• Experience with asset lifecycle Information Management platforms such as ALIM, Documentum or OpenText.
• Three to four years of experience supporting audits or compliance reviews in a document-control capacity.
• Understanding of Asset Management frameworks such as ISO 55000.
• Awareness of controlled-document and compliance standards such as ISO 14224 and ISO 9001.
• Experience with workload tracking, document-status registers and service-level management.
• Strong understanding of maintenance and data-management principles.
• Experience using digital and AI-enabled tools.
• Demonstrable safety awareness.
• Exposure to SAP PM, CMMS/EAM, asset master data or asset-intensive operations.