Construction Document Control: Best Practices for Managing Project Files

In construction, accurate information is the lifeblood of project success — it needs to flow to the right places at the right time so the project is delivered according to the specifications and schedule. To take this analogy a step further, document control is like the nervous system of a construction project, so important information is properly organized, accurately transmitted and readily accessible to every arm of the project team.

The Importance of Document Control

In the construction industry, accurate and timely information is important to the success of any project. Document control is the systematic management of documents to ensure they are created, reviewed, distributed, tracked, stored and archived in an organized and controlled manner. Standardizing document control processes offers several benefits that can significantly impact construction projects.

Improved Quality

Good doc control practices have a direct impact on the overall quality and performance of the physical construction. If all documents are managed and governed well, project teams can rely on them to provide accurate and timely information, leading to better execution of project plans and specifications. These practices can aid in maintaining high standards throughout the construction process, ultimately resulting in a higher-quality build.

Document control contractors have real-time access to the latest version of drawings, specs or BIM files preventing costly rework and delays that result from discrepancies or outdated information. Proper document control also helps track changes and clearly communicate and implement any updates.

Faster Decision-Making

Efficient document control accelerates decision-making by ensuring that the most current and accurate information is readily accessible to all stakeholders. By centralizing documents and maintaining a single source of truth, project teams can quickly retrieve the information they need to make informed decisions without delays.

Risk Mitigation

A well-organized document control system — with a clear history of changes and approvals — is invaluable in the event of an audit or legal dispute. To paraphrase a common legal adage: In a lawsuit, the party with the best documentation usually wins. 

Enhanced Collaboration

Standardized document control processes improve collaboration and communication among project teams. When everyone follows the same procedures for document management, it reduces confusion and ensures that all stakeholders are on the same page.

Operational Efficiency

By implementing standardized document control processes, construction companies can achieve greater operational efficiency. A well-organized document control system streamlines workflows, reduces the time spent searching for documents and minimizes administrative burdens.

Building Trust

Ultimately, a strong document control system not only helps in managing a project smoothly but also builds trust and accountability with stakeholders — the foundation of a construction firm’s reputation. Owners and subcontractors alike value partners who are well-organized.

Best Practices for Construction Document Control

While construction firms often develop document control standards that are used company-wide across all jobs, it comes into focus on the project level. Below are some best practices for developing and maintaining processes for doc control on any construction project.

1. Setting the Rules

When implementing a document control process, construction companies should start by establishing policies and standards that will serve as the framework for how they store and share information. Creating and maintaining a well-organized system that captures the complete history of project activities, companies can better comply with contractual obligations and defend themselves against potential disputes. 

Project Language

Every project team has its own “language” — e.g. specific terminology, or document naming conventions — and it’s important for all team members to be on the same page early on about rules of the shared language. Increasingly, project managers are including a glossary to define common terms and acronyms in a project charter, especially when they might differ from one project to another. 

For example, does the architect use addendums or bulletins? Does the structural engineer create field reports, site reports, or inspection reports? Understanding how terms are defined makes it easier for team members to locate the correct document.

Order of Precedence

Another key concept that requires shared understanding is order of precedence — the hierarchy of documents according to their authority and importance in decision-making processes. For example, the Architect’s Specifications holds more weight in on-site decision-making than the Subcontractor’s Specifications. If there is a conflict between the two documents, the Architect’s Specifications contains the “right” answer.

It’s always important to establish the order of precedence for a project — and not just rely on assumptions — as organizing documents might differ for every team. Contract terms might include an order of precedence clause that establishes this hierarchy or priority and dictates what to do when a conflict arises.

2. Organization

Document Storage

Whether it is in a file cabinet for hard copies or in a digital file system, clearly labeling the folder or space in which all the documents live is essential. This filing system usually starts with a general category at the top tier — like the project name — followed by subcategories. Folders increase in specificity at levels below that or at the file/object level.

Thinking of document control this way can impact how documents are named and helps build the information architecture for teams. Failure often occurs when people create vague or repetitive names for documents, so it becomes difficult to understand at a glance what information is contained in a particular file.

3. Naming Conventions & Version Control

Document naming conventions should be simple and almost self-explanatory in that they easily describe or define the content or version of the document. Documents may have a status indicator in their name to denote whether they are in draft, approved or final form. This can be done by adding terms like "Draft" or "Approved" to the file name or title.

When entering a document into a system, use annotations to mark when it was received, as well as its status or stage of review. If there is something supplemental or additional, it is typically identified with decimals: 1.1, 1.2, 1.3, etc. If it’s a revision that maintains its identity and authority but changes content, it could be labeled as R1, R2, etc.

Version control refers to the systematic process through which a document is changed over a project’s life cycle, including permissions for who is allowed to make these changes. Delegating these permissions clearly is necessary to prevent confusion, and a clear history of every document's changes must be kept so that team members can always verify they’re working with the most current information.

While standards may vary across projects, it is common sense how to establish a baseline and then iterate from there. It is helpful to see every iteration as its own unique object requiring its own title or label. Document management software can help eliminate the need to manually put status in file names by allowing real-time status tracking for requests for information (RFIs) or submittals — common document types in construction. Teams can anticipate the evolution of documents given the complexity of a typical construction project.

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4. Security and Permissions

Document control software can allow teams to control access to sensitive information through permissions. Being aware of these options is important to set permissions correctly for individual team members. 

In the past, wet-signed contracts or hard-copy originals were easily identifiable from copies or edits. Now, internal and external permissions can be set to manage document security effectively or change histories captured to track ownership.

Some documents or folders may need to be password-protected and restricted from general access. 

It is important to reduce (or ideally, eliminate) reliance on text messages and emails for important project communications. Using digital conversation tools can mimic the flexibility of text messages while keeping informal communications centralized and connected to other forms of communication. 

5. Continuous Improvement

Establishing robust document control guidelines is just the beginning —like any other part of construction, these processes should not remain static. Regular reviews and updates to the document control system are necessary to adapt to new challenges, technologies and specific project requirements. 

It can be useful to institute an annual review cycle to evaluate the effectiveness of current practices and identify areas for improvement — and as always, including input from the team members who use these documents most should be prioritized to make sure any changes are most effective.

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