Review the evidence signals before interviewing. Then use the anchored descriptions—not instinct alone—to choose the score that best matches each answer.
01
Evaluation factor
Execution and reliability
35% weight
Check hands-on control of document systems: SharePoint, Documentum, M-Files or Laserfiche, version control, naming conventions, metadata tagging, scanning backlogs, and volumes processed per week.
Evidence to listen for
Describes a workload they owned and how they kept it from slipping
Names the tools and systems they ran day to day
Can talk about volume: tickets, inboxes, orders, uptime
Nothing quietly falls through when they are busy
Five-point scoring guide
1
Poor
Cannot describe their own workload; things slip without them noticing.
2
Needs Improvement
Handles routine volume; drops work under pressure.
3
Satisfactory
Reliable on steady-state work; struggles when volume spikes.
4
Very Good
Consistently reliable at real volume with a system for staying on top.
5
Excellent
Names systems administered, cites document volumes migrated or indexed, and describes revision control and check-in/check-out practice precisely.
02
Evaluation factor
Improving the process
25% weight
Probe improvements they drove: retention schedule clean-ups, OCR and auto-classification rollouts, folder taxonomy redesigns, or cutting retrieval time during audits and legal holds.
Evidence to listen for
Has changed a process rather than only following one
Can name what was slow or error-prone and what they did about it
Documents so the improvement survives them
Knows when a process is worth automating and when it is not
Five-point scoring guide
1
Poor
Follows instructions only; no sense that process can change.
2
Needs Improvement
Notices problems but escalates rather than solving.
3
Satisfactory
Makes small improvements; impact is local and undocumented.
4
Very Good
Has redesigned a real process with measurable effect.
5
Excellent
Describes a specific taxonomy or workflow rebuild with before and after retrieval times, storage reduction, or audit finding counts.
03
Evaluation factor
Judgement and autonomy
25% weight
Assess decisions made alone: handling an uncontrolled copy in circulation, an expired SOP still in use, conflicting record owners, or a GDPR deletion request against a litigation hold.
Evidence to listen for
Knows what to decide alone and what to escalate
Handles an exception without freezing or improvising recklessly
Protects confidentiality and access appropriately
Asks a clarifying question rather than guessing on something costly
Five-point scoring guide
1
Poor
Either escalates everything or acts recklessly on their own.
2
Needs Improvement
Needs frequent direction; uneasy with exceptions.
3
Satisfactory
Sound judgement on familiar decisions.
4
Very Good
Clear sense of their own authority; handles exceptions well.
5
Excellent
Explains where they escalate versus decide, citing retention policy, ISO 9001 or 21 CFR Part 11 rules behind the call.
04
Evaluation factor
Communication
15% weight
Look for how they chase document owners for overdue reviews, train staff on the DMS, and write clear change notices without stalling releases.
Evidence to listen for
Writes clearly enough that people act without a follow-up
Manages expectations before a deadline slips, not after
Handles a frustrated colleague or customer calmly
Works across time zones or async where the role needs it
Five-point scoring guide
1
Poor
Unclear written communication; goes quiet when things slip.
2
Needs Improvement
Communication needs chasing; raises problems late.
3
Satisfactory
Clear enough day to day; proactive updates are inconsistent.
4
Very Good
Clear, proactive, and calm under pressure.
5
Excellent
Gives examples of training rollouts and follow-up cadences that got approvals signed on time without friction with owners.
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