Document Control 101

Controlling the variety and sheer amount of documentation associated with managing one or multiple construction projects is a critical process that can have significant effect on the timeliness of delivery and budget. Each construction project comes along with a large and complex pile of information that needs to be organized and distributed to those in the field as well as those in the office. The field an office personnel depend access to critical up-to-date information that allows them to make the most accurate decision. Having the right document control processes in place can help prevent costly delays ultimately limit liability.

Here are a few tips to managing your construction management documentation:

1. Make sure that all documentation needing signature is done so by the proper individual whether it be a project manager, engineer, architect, or owner. For example, the right document control software can run automated workflows and send notifications to all individuals that need to sign a particular document and remind them until it’s done, notifying other when it’s their turn to sign. This ensure that all documents are signed off on.
2. Each document needs to be stored in one place for easy access, anytime and anywhere. If employees don’t have the most updated documents or drawings for example, they will not be able to proceed or they will proceed with outdated information which will happen most of the time. Document control software also automatically alerts those involved that changes have been made to a particular document or if it needs their attention.
3. Every document should have a unique identifier number for easier traceability. Document control software automated this process allows you to search and locate a particular document. 
4. Make sure you are using the most current and up-to-date information. This will allows your team to make the most accurate decision quickly and let management know the overall progress of their projects with easy-to-read report. 
5. Make sure that each document has the right “status” so the viewer knows what to do with it whether it be sign, file, or anything else. 
6. Make sure that there is only one way to distribute documents and that all are notified of this. Any document distributed by another avenue should be considered inaccurate.
7. There needs to be a procedure in place for the collection and distribution of documents. This is done most effectively by adopting a project management or document control software.

Construction companies are not interested in paying for remedial work, but unless the most up-to-date information is easily accessible to everyone at all times the possibility that errors will occur is high. For example, the team on-site can begin using materials not approved or the wrong documents when making crucial decisions. Realizing the importance of accurate document control and dissemination will pay off when it counts. Take steps to streamline and organize your project documentation and finish more project on-time and under-budget.