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

About the role

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.

What the role entails

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 escalate 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.

About yourself

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.

About Rio Tinto

Every idea, every innovation and every advancement begins with people willing to take the first step. For nearly 150 years, Rio Tinto has been a company of pioneers, producing materials essential to human progress while creating opportunities for people to learn, grow and make a meaningful impact.

Where you’ll be working

The role is based in Bengaluru, India.

The successful candidate will work with Information Controllers, engineers, project managers, business users and the broader Information Management team to strengthen document governance, compliance and service delivery.

Every Voice Matters

We are committed to creating an inclusive environment where people feel comfortable being themselves. We want our people to feel that all voices are heard, all cultures are respected and a variety of perspectives are not only welcome but also essential to our success.

We treat each other fairly and with dignity regardless of race, gender, nationality, ethnic origin, religion, age, sexual orientation or anything else that makes us different.

At Rio Tinto, we particularly welcome and encourage applications from Indigenous Peoples, women, the LGBTQIA+ community, mature workers, people with disabilities and people from different cultural backgrounds.

If this sounds like you and the opportunity you are looking for, apply now or before 10th

About Rio Tinto
 

Rio Tinto is a leading global mining and materials company. We operate in 35 countries where we produce iron ore, copper, aluminium, critical minerals, and other materials needed for the global energy transition and for people, communities, and nations to thrive.
 

We have been mining for 150 years and operate with knowledge built up across generations and continents. Our purpose is finding better ways to provide the materials the world needs – striving for innovation and continuous improvement to produce materials with low emissions and to the right environmental, social and governance standards. But we can’t do it on our own, so we’re focused on creating partnerships to solve problems, create win-win situations and meet opportunities.

Respect and Inclusion

At Rio Tinto, we particularly welcome and encourage applications from Indigenous Peoples, women, the LGBTQ+ community, mature workers, people with disabilities and people from different cultural backgrounds.

We are committed to an inclusive environment where people feel comfortable to be themselves. We want our people to feel that all voices are heard, all cultures respected and that a variety of perspectives are not only welcome – they are essential to our success. We treat each other fairly and with dignity regardless of race, gender, nationality, ethnic origin, religion, age, sexual orientation or anything else that makes us different.