DMS Specialist — Digital Platform

DMS Specialist — Digital Platform

Job Description | Vistra

Location
India
Reports To
Programme Manager — Finance Transformation

Role

Purpose:

We are seeking a dedicated DMS (Document Management System) Specialist to own the design, build, and multi-market rollout of document management structures as a critical component of Vistra’s digital platform. This role ensures that teams across all practices and markets globally have a standardised, governed, and user-friendly document management experience — regardless of the underlying DMS technology.

The DMS Specialist will translate business requirements into taxonomy structures, define metadata schemas, configure document libraries, establish naming conventions, and build governance frameworks that integrate seamlessly with Vistra’s workflow and operational platforms. They will also develop and implement document management policies and procedures to ensure consistency, compliance, and operational efficiency across the organisation.

This is a hands-on delivery role requiring someone who can bridge information architecture, platform configuration, cross-functional collaboration, and multi-market stakeholder management.

Key Responsibilities:

1. Taxonomy Design & Document Control
Design and maintain the global folder taxonomy and metadata schemas across all Vistra service lines and practices.
Establish document classes, sub-classes, mandatory/optional metadata fields, naming conventions, and retention classification drivers.
Organise, categorise, and index documents ensuring taxonomy is scalable across markets while accommodating jurisdictional and regulatory variations.
Conduct regular audits to assess document quality, accuracy, and availability; recommend improvements.

2. DMS Platform Integration & Configuration
Define and configure the integration between Vistra’s workflow platforms and the DMS (e.g., SharePoint, iManage, Open Text, or other enterprise DMS solutions).
Design document flows across ingestion channels (email, client portals, manual uploads, system-generated outputs) including metadata inheritance and unique identifier mapping.
Troubleshoot and resolve issues or discrepancies related to document management systems, processes, or integrations.
Stay current with industry trends and advancements in DMS technologies; recommend appropriate solutions.

3.Governance, Security & Compliance
Develop and implement document management policies, procedures, and retention schedules ensuring compliance with legal, regulatory, and industry-specific requirements.
Define access control models and security classifications (Public/Internal, Private/Confidential, Restricted) at folder and document levels.
Establish document versioning, archival, and retention policies per jurisdiction; ensure compliance with data residency requirements.
Monitor document workflows to ensure all documents are reviewed, approved, and distributed in a timely manner.

4.Multi-Market Rollout & Localisation
Lead DMS structure deployment from pilot market through to full-scale rollout across all programme markets globally.
Collaborate with cross-functional teams and market representatives to determine document management needs, validate taxonomy, and identify local regulatory requirements.
Coordinate with platform developers on technical build, metadata configuration, and library setup.
Support UAT for DMS functionality across markets.

5.Training, Adoption & Change Management
Train employees on document management procedures; provide ongoing support, guidance, and best-practice coaching.
Develop user adoption materials: quick reference guides, filing guides, and metadata selection aids.
Participate in DMS workshops with platform vendors and implementation teams to validate integration capabilities.
Provid…