Document management in construction is a critical process that ensures the efficient creation, verification, distribution and storage of project documentation throughout the entire construction life cycle. It involves maintaining systems to manage the vast volume of documentation generated in construction projects, ensuring that all stakeholders have access to accurate and up-to-date information. Effective document management is essential to project management and maintaining project transparency, compliance with regulations, and facilitating collaboration between project teams.
Key aspects of our document management in construction include:
- Document identification and version control: Assigning unique identifiers to each document to accurately track versions, revisions, and changes.
- Distribution: Ensuring that documents are distributed to the correct groups in a timely manner.
- Access control: Implement privacy measures to control who can view, edit, or approve certain documents.
- Review and approval: Create workflows to review and approve documents to maintain quality standards.
- Document retrieval: Create organized systems for quickly storing and retrieving documents using digital document management platforms.
- Change management: Effectively manage changes to documents by documenting changes, obtaining approvals, and communicating updates.
It is a key factor in project success for managing extensive amounts of documentation to ensure a defined process of control and record keeping across multiple channels. It is initiated to ensure that all project participants share an understanding of how information communicated through the project and who will have access to what documentation at what point in time. It is used throughout the project both as proof of the process and as a means of teaching others how to use the process.
Our purpose of document management is to provide a blueprint or guide for how physical or virtual documents will be managed throughout the life of a project. We provide a clear map for tracking documents and adding, archiving, and removing documentation from the process. We cover the document flow process, including control and monitoring of receipt, review, verification and distribution of documents, their storage and archiving.
At EK Innovative Engineering we use various approaches to document management, including document control and external partners providing cloud data storages. Document management also includes setting the structure of weekly meetings, conducting meetings and distributing meeting minutes to project participants, also setting reporting structure and distributing weekly and monthly reports to project Owners. EK Innovative Engineering strategy is to create and implement a document management system using the following procedures:
- Fulfill the specifics and characteristics of the Client’s requirements for project document management in accordance with the procedures of the best global practices;
- Ensure smooth document flow between all project parties;
- Establish and use the best document control procedures, using a system that meets the project goals;
- Use an automated processes system for distribution, transfer and storage of documents, drawings and their modifications, specifications, procedures, including official correspondence, e-mails, transfer of documentation, including Project Management Information Systems;
- Ensure archiving and storage of documents in accordance with local regulatory requirements;
- Support project approvals according to the latest versions of drawings;
- Monitor compliance by project participants with all procedures and tasks of the project in accordance with the construction regulations;
- Setting weekly meetings structure, conducting meetings and distributing minutes to project parties;
- Ensure control and timely development of executive and as-built documentation;
- Ensure setting reporting structure and timely distribution of weekly and monthly reports to the Client and Project Owners;
- Ensure that the Client is provided with a complete set of final documentation for the facility upon completion of the project.
By implementing effective document management methods, EK Innovative Engineering improve communication, reduce errors and risks and maintain a clear decision-making process by promoting transparency, accountability and collaboration among all stakeholders involved in construction project.
To find out more, please contact us at info@ek-innovative.com to receive information from experts competent in the respective field.