Document management has become one was the most tedious and time-consuming tasks in a project managers daily life. A common question seems to be, what are the newest & best tools for construction document management? These construction professionals tend to overlook the glaring problem, that it is not just about the tools you use, but also the different tactics, strategies, and practices you implement. ZBRELLA took a deeper look into some of the best document management strategies & tactics for the use of construction professionals. ZBRELLA condensed the most important document strategies & tactics into a few very important points:
It’s important to capture all of your business activities digitally, to be stored in one place, for immediate access at all times. Through digital storage, you remove the extra step of documenting information manually after it’s obtained. The result is a faster more efficient business.
This simple step makes an employee, who is opening a document, able to immediately know what project a document is tied to. Through the use of software, your business can easily adopt this process for use. You will eliminate several steps and create a user friendly process to finding correct documents for a specified project.
Barcode information can be used to automatically name and organize your files! This process has been proven to increase speed, accuracy, and efficiency of document management. Additionally, barcode scanning can be incredibly less intimidating than other similar solutions.
It is easy to get documents mixed up when each are named in different ways. Having, and enforcing, strict file naming standards can expedite the process. With a universal naming standard, there will never be confusion about what a document has in store. For example, including specific dates, company names, project numbers, and functionality are all good categories to adopt. Try to avoid long names, and saving folders within folders. The point is to create easy to identify, concise, short file names that are easy to “decipher”.
Most importantly, don’t be afraid to try new things!
With eSUB’s Virtual Filing Cabinet upload any format of documents with unlimited storage. Organize into User defined file folders to store all project files as well as corporate templates and files. Upload photos, videos, cut sheets, drawings, schedules, any document in any format for viewing or dissemination.
All files are uploaded to the cloud so you will never have to worry about losing your documents, photos, drawings, etc. ever again. Users can access these electronic files on any device, anywhere.