10 Tips for Construction Document Management & Organization
Gone are the days when organizing paperwork meant stuffing filing cabinets. In today’s fast-paced construction industry, time is of the essence for contractors and stakeholders. Critical information such as blueprints and permits must be easy to access. Considering how even the most modest construction project involves a mountain of documents, having an organized documentation management system becomes fairly important for a construction company.
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Construction Document Management and Organization Explained
The terms construction document management and organization are two sides of the same coin. They determine how a construction company regulates and controls the flow of its documents. This can be in various steps such as adding, updating, finding, sharing, and storing important documents.
Proper documentation, and maintaining them with a strict, systematic process ensures easy access to vital information. It is an important aspect of doing business because subcontractors, for example, often need to quickly find and share relevant documentation during construction projects. A well-organized documentation process addresses that requirement, while also reducing the chances of errors and miscommunications.
Tips to Organize Construction Documents
Creating and maintaining a document management system can be challenging and time-consuming. While straightforward, there is no one-size-fits-all. How one construction company manages its documents will differ from others. It all comes down to your requirements. The following are the best tips you can learn from to maximize your chances of properly organizing construction documents.
1. Create a Clear File Structure
One of the starting tips for proper construction documentation is creating a folder structure that is easy to navigate. Keep separate folders for different documents while nesting folders based on their types and requirements. This allows you to quickly search for a specific document or pull an entire folder for a project. Giving access to different people also comes without issues because having a clear folder structure means not having to explain your document management system.
The following are a few examples of a good folder structure:
- ProjectName/
- Drawings/
- Specifications/
- Contracts/
- Permits/
- Reports/
- Correspondence/
2. Use a Consistent Naming Convention
Similar to maintaining a clear folder structure, it is equally important to establish a standard naming convention for all files and folders. This systematic approach is another way to make locating and identifying specific documents easier. It is strongly recommended that a naming convention be agreed upon at the start of documentation and that changes be avoided along the way.
For example, you could consider adding information such as the document type, project number, revision number, and date for each file: DocumentType_ProjectName_Version_YYYYMMDD.
3. Utilize Document Management Software
Consider ditching spreadsheets and piles of papers for construction document management software. They come packed with different digital tools that help in organizing, editing, tracking, and sharing documents. You reduce clutter and the time needed to create and manage new documents.
In addition, a cloud-based document management system boosts security measures by giving access controls. You decide what folders an individual can access, or entirely limit them to a specific document.
4. Implement Version Control
Something basic that most construction companies ignore while managing their documentation systems is keeping track of revisions. Documents often need to be updated. It is also common to have multiple versions of the same document.
For example, an architect might send you two different layout plans, from which you ask one of them to be updated after approval. Saving these multiple copies with random names will make it difficult to find them later on. It will also ruin your file structures.
Hence, make it a habit to incorporate version control by maintaining a version history. Most document management software have the option to keep a version history within the file itself.
5. Establish Access Controls
While access controls have already been mentioned as a feature of construction management software, it needs to be pointed out how to maintain the integrity of your documents. Ensure that only authorized personnel can access sensitive or confidential documents by implementing password protection or limiting access. Your clients place their trust by giving you important information. You should always take necessary precautions to stop their data from being released to the public.
6. Keep a Master Index
Maintain a master index of all documents, including their names, descriptions, revision numbers, associated dates, and other related information. Ensure the master index is always updated whenever a document is added, revised, or removed. This may be a time-consuming process depending on the size of the database, but you are effectively protecting yourself from data loss.
7. Regularly Back up Documents
Speaking of data loss, no construction document system is complete without a proper and fool-proof backup feature. Your documents should be backed up to a secure location such as an external hard drive or preferably, a cloud storage. This ensures you have a backup copy in case of data loss or corruption. Hence, set a schedule to automatically back up data on a daily, weekly, or monthly basis.
8. Archive Completed Projects
Remember to archive documents (or entire folders) after a project is completed to reduce clutter. Move them to a separate location for future reference or compliance purposes. The same rules of naming conventions, folder organization, security, and storage backups apply to archived files.
9. Communicate With Stakeholders
Communicate the organization system and expectations with all project stakeholders, including architects, engineers, contractors, and clients. This helps ensure everyone is on the same page and using the same system for managing documents.
10. Review and Update
The final tip for excellent construction document management is to regularly review your document organization process. Make necessary adjustments to improve efficiency. Do note that not all construction companies manage their documents in the same way. You also cannot expect to finalize a document management system on the first day. The more projects and documents you manage, the more requirements surface. Use them to update your organization system.
Importance & Key Benefits of Organizing Construction Documents
Effective organization of project documents is a game-changer for subcontractors. A well-structured documentation system streamlines communication and decision-making, helping manage risks and ensuring compliance with regulations. It also makes it easier for project stakeholders to access and share vital information, leading to successful project collaboration and execution.
The following benefits highlight why organizing construction documents is essential for commercial subcontractors.
Reduces Errors and Reworks
You can significantly reduce errors and misunderstandings by properly organizing your construction documents. This, furthermore, saves time, money, and resources in the long run. Since rework is the bane of a subcontractor, avoid that rut by keeping an organized documentation system.
Streamlines Your Decision-Making
When documents are organized and easily accessible, project stakeholders can make informed decisions more quickly. This improves project efficiency and keeps schedules on track.
Helps With Risk Management
Proper organization of construction documents allows subcontractors to identify and manage potential risks. This prevents costly delays or disputes that can hinder the timely delivery of a project.
Ensures Compliance With Regulations and Contracts
Properly organized documentation helps subcontractors ensure are complying with strict regulatory requirements and contractual obligations, reducing the risk of penalties or legal issues.
Improves Productivity
An organized documentation system allows subcontractors to spend less time searching for documents and more time focusing on their core tasks, ultimately enhancing productivity and project performance. It also makes it easy for newly assigned subcontractors to access their required files or documents.
Provides Tools for Better Dispute Resolution
Well-organized construction documents can serve as critical evidence to support your position when facing disputes or claims. It becomes easier to avoid costly litigations when you have everything documented.
Enables Easier Project Handover
Handing over a construction project to clients, facility managers, or other stakeholders becomes much easier when you have digital copies of all related documentation. You can share a single folder instead of dealing with multiple stacks of documents. Keeping them organized and structured makes the transition even smoother and reduces post-construction (or post-handover) issues.
Boosts Your Professionalism
A well-organized documentation system reflects your professionalism and commitment to quality. For subcontractors, it means stronger relationships with clients and project stakeholders. With the added respect, you also improve your chances for future business opportunities.
Helps Provide Scalability and Growth
Implementing an organized and efficient documentation system early on can help subcontractors scale their operations more effectively as their business grows and takes on more complex projects.
Organizing construction documents is an indispensable part of a commercial subcontractor’s success. By prioritizing document organization, you can boost communication, reduce errors, improve productivity, and foster growth.
Are You Doing Construction Document Management the Right Way?
Every construction company has a way of dealing with paperwork. Just because a company has been around for years does not mean its construction documentation system is perfect. There is always room for improvement.
Start by asking yourself how long it takes to find a specific document. Imagine a client who wants to refer a blueprint for a project you completed two years back. Can you find that document within seconds? If not, you need to improve your documentation process by creating a clear folder structure.
If you did manage to find the blueprint, can you confirm if it is the latest revision? Construction drawings can go through various revisions, and you always want to send the latest iteration to a client. If you are unable to confirm the version number, your documentation system needs a better naming convention or a version control overhaul.
Finally, the most important question of them all. What happens if you lose all of your documents today? What kind of a backup (if any) is in place? These questions are the basics of construction documentation. Regardless of how you are maintaining your files, there is one clear answer. You are doing construction document management right if you are using construction management software.
How eSUB Cloud Software Helps in Construction Document Management and Organization
The cloud-based eSUB project management software is specifically designed for subcontractors in the construction industry. It offers a range of features that streamline the process of managing construction documentation, improving efficiency and reducing time and risks in the long run.
With mobile access and centralized storage, eSUB allows subcontractors to access (and update) documents directly from the field without any security concerns. The digital platform also features version control to keep a history of revisions, and collaboration tools to maintain your documents.
Most importantly, eSUB Cloud is designed to be scalable, so subcontractors can easily add new projects, users, and features as their business grows.
