Document Management & Control on Jobsites

Article Objectives:

• Introduction of document control & management

• Data controller

• Data control requirements

• Documentation management software

Document Control

Document Control is a document management discipline to apply controlled processes and practices for record creation, review, modification, release, distribution, and accessibility.

The position ensures that the data available at official access points within an entity is respected by its users and provides up-to-date, reliable, controlled and organized information.

It is mostly present in sectors or organizations of activity:

• involving engineering and construction

(Ref: http://www.conartengineers.com/Home/service/panel21)

• Where documentation is regularly changed and updated

• Finding or keeping ISO 9001 certification

• Where it is important to find accurate, up-to-date and official documents and records.

• Where the accidental use of outdated or unauthorized documents may result in injury or death.

• Where vast quantities of documents are produced and shared between the different entities.

• Technical activities involving.

• Compliance, traceability and auditability are highly emphasized.

Document Control is a specialty and should not be confused with, or use of, Electronic Record Management Software packages.

The great challenge facing today's all-in-one document management system is the need to store paper documents obtained from various project participants. This is done in two forms, as neither form is satisfactory.

1. Scan the document, and convert it to a computer file that can be read.

2. The document is transmitted electronically through a digital.

Roles and Responsibilities

A document controller is responsible for preparing and handling records in a timely, correct and efficient manner. They monitor the numeration, sorting, filing, storage, and retrieval of both electronic and hard copy documents created by technical teams, programs, or departments.

ISO 9001 requires that you maintain control of documents

• Approve adequacy documents before the issue

• Examination, update as required and re-approve documents

• Identify modifications and current document revision status

• Make relevant documents accessible at points of use

• Ensure that documents remain readable and readily understandable

• Define external documents and monitor their circulation

• Avoid accidental use of obsolete documents

• Apply the correct description when maintaining obsolete documents

Document Controller Skills

• Computer software programs such as word processors, spreadsheet programs, and database systems are capable.

• Analytics with experience in data management and storage

• Typing skills.

• Proficient in computer software programs

Document and Contract Control Software

There are off the shelf software programs available for the building & construction and Architectural & interior design industry that provides an integrated approach to all the document management needs and processes. They allow management of contracts, the collaboration of information from architects and consultants, and retain control over subcontractors’ data.

The important functions of a company’s document control are:

1. Flexibility and ease of access: Documents should be arranged such that different management style, rules and regulations can be met. Documentation should be easily retrievable and accessible and information relating to critical issues during the construction process. They should be properly scanned and saved in the proper location. Systems require versatility and ease of maintenance.

2. Integration capabilities: Information from one source to another, i.e. from multiple laptops to office server, to pen drive for ease of transfer.

3. Security: The folders should have access rights and key lock/password protection. Plan to have minimal access to project files by project participants.

4. Networking Capability: Company should be networked to multiple workstations and provide multiple data recovery and entry points (Backup to Google Drive / Dropbox)

5. Standard Document Formats: A document management system should provide means to have a standardized format, which will provide consistency in information sharing, sorting, and analysis.

Conclusion:

A project’s information should be used for cost and schedule tracking, along with billing, changes to the contract. Traditionally, excel sheets were used to track these activities. These cannot link issues. A software program that lists daily reports, drawing logs, progress pictures, joint measure records, submittals, and much more is required, which is easy to log and will help data to import and export. Use of proper document control software will help save a lot of time and money usually spend behind data capturing, communications and collaboration.