Analyst - Document control and Info Management

Rio Tinto; Bengaluru; On-site; INR 700,000 - 1,100,000; Full time

Job summary

Rio Tinto in Bengaluru is hiring a meticulous Analyst - Document Control and Information Management to support accurate and controlled management of project documentation.

The role involves maintaining document integrity, collaborating with Information Controllers and the Information Management team, and ensuring compliance with company policies and regulatory standards throughout the document lifecycle.

Qualifications

• Associate's or bachelor's degree in Information Management, Engineering, Business or a related discipline, or equivalent professional experience.
• Approximately three years of experience as a Document Controller or in a similar document-control role.
• Experience within engineering, construction, oil and gas, or asset-intensive industries is advantageous.
• Proficiency with document management platforms and EDMS solutions (ALIM, SharePoint, Documentum, OpenText).
• Strong understanding of document registration, classification, version control, naming conventions and metadata management.
• Knowledge of the full document lifecycle: creation, review, approval, distribution, maintenance and archival.

Responsibilities

• Register and classify incoming and outgoing documents according to naming conventions and metadata standards.
• Maintain an organised filing structure in the EDMS/IMS for quick retrieval.
• Track revisions and ensure latest approved versions are circulated.
• Update logs, registers and metadata to keep records current and auditable.

Skills

Document control

Information management

Attention to detail

Stakeholder engagement

Communication skills

Education

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

Tools

ALIM

SharePoint

Documentum

OpenText

Job description

Job Summary

• Great opportunity to build expertise in Document Control and Information Management


• Manage the registration, classification, version control and distribution of project documentation


• Support document quality, compliance, audit readiness and continuous improvement initiatives

The role is based in Bengaluru

Role overview

We are looking for a meticulous and organised Analyst - Document Control and Information Management to support the accurate and controlled management of project documentation.

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

Responsibilities

Scope

Document registration and control

• Receive, review, classify and register incoming and outgoing project documents in accordance with defined naming conventions, taxonomy and metadata standards.


• Maintain an organised and systematic filing structure within the EDMS or IMS to enable accurate and timely document retrieval.


• 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 ensure records remain current, accurate and auditable.


• Control access to documentation and safeguard confidential or sensitive information in accordance with company policies.

Quality and compliance

• Review documents for adherence to internal quality and compliance standards before distribution or filing.


• Support internal and external audits by retrieving documentation and verifying compliance with relevant regulatory and industry requirements.


• 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 to the Information Management Lead.


• Maintain accurate audit trails and records in support of applicable compliance requirements

Document distribution and stakeholder support

• Distribute documents to relevant stakeholders in a timely, accurate and controlled manner.


• Coordinate with engineers, project managers and other departments to facilitate document approvals and ensure that approval workflows are completed correctly.


• Act as the first point of contact for document-related queries from authors, project teams and business users.


• Guide business users on document submission, retrieval and compliance requirements.


• Provide responsive support while maintaining a strong customer-service mindset.

Continuous improvement

• Identify opportunities to improve document control processes, filing structures and workflow efficiency within the Information Management System.


• Contribute to the development and delivery of document-control training and awareness sessions for project team members.


• Support the Information Management team with broader workflow improvements and compliance initiatives.


• Support digitalisation and automation initiatives associated with Information Management governance.


• Contribute to the development and maintenance of standards-related knowledge bases, workflows and AI-enabled support tools.

Requirements

We are looking for candidates with:

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


• Approximately three 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 would be advantageous.


• Practical experience with document management platforms and EDMS solutions such as ALIM, SharePoint, Documentum, OpenText or an equivalent system.


• A strong understanding of document registration, classification, version control, naming conventions and metadata management.


• An understanding of the complete document lifecycle, including creation, review, approval, distribution, maintenance and archival.


• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Visio and Outlook.


• The ability to maintain document logs, registers, metadata and audit trails accurately.


• Strong attention to detail, organisational capability and time-management skills.


• The ability to manage competing priorities and large volumes of controlled documentation.


• Excellent written and verbal communication skills.


• Strong stakeholder engagement and interpersonal skills.


• The ability to work independently while collaborating with geographically dispersed teams.


• The ability to handle confidential or sensitive information with discretion.


• A continuous improvement mindset focused on simplification, standardisation and workflow efficiency.

Desirable experience

• Certification in document control, records management or information governance.


• Three to four years of relevant experience, including exposure to a shared-services environment.


• Experience with asset lifecycle information management platforms such as ALIM, Documentum or OpenText.


• Experience supporting audits or compliance reviews in a document-control capacity.


• Foundational knowledge 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.

Where you'll be working

The role is based in Bengaluru.

The successful candidate will work with project teams, engineers, project managers, business users, Information Controllers and the broader Information Management team.