The Right Way To Handle Documents And Records In Construction
The intention of this post is to supply methods and procedures for establishing suitable document
control procedure for construction projects. Files and records essential for quality management
system needs to be controlled; records are a significant form of documents.
Document control results in a focus where every project related correspondence and documents are
logged and followed; the aim of document control is to ensure that all project related docs and
correspondence are taken care of when necessary and promptly. As we know, just about any delay in
dealing with the primary documents and correspondence (in a construction project/contract) could
potentially cause a great influence over the overall completion of the venture concerning time, cost
over-runs and standard. Thus, control in document is a critical portion of construction management
and project completion and must not be taken lightly.
Who is Liable for Document Control?
Depending on the magnitude and sophistication of the venture a document controller may very well
be designated; yet it is favored that the role is performed for an individual connected to the project. In
little projects the Site administrator would likely execute this role in addition to big projects the
controller of this document is frequently assigned to the Project Quality Representative.
The Site Manager ought to make certain that all project related correspondence and written
documents are carried through the specified Document Controller for processing. Just as, staff
responsible for control of documents including the specified support staff should be made in charge of
entering (or recording) or logging in every incoming and outgoing project linked correspondence and
written documents in to the document tracking process. The records controller is given the task of
maintaining reliable construction records perfect throughout the project phase.
Function of Document Controller
A document controller may have management of an individual document or a lots of documents or
maybe a collection. Every last controlled document should have a document controller. The factor of
the controller of the document may have any of these jobs:
â€¢ Keep all documents relevant to construction protected from tampering or corruption.
â€¢ Deliver documents relevant people in a timely manner while using document tracking system
â€¢ Preserve document registers. Logs and distribution data
â€¢ Gather and handle document distribution records.
â€¢ Manage document development by extracting superseded documents, archiving them and
sending any specific changes.
Methods to Manage Document Control?
In a small construction project, document management can be available as maintaining various
written logs. Generally, the fundamental written documents to be tracked can be the subsequent:
â€¢ Basic Communication (incoming and outgoing),
â€¢ Job Site Memorandums,
â€¢ Shop Drawings,
â€¢ Request for Information (RFI),
â€¢ Clarifications on Drawings/Plans,
â€¢ Change Orders,
â€¢ Progress Payments
â€¢ Site Safety Inspection Reports
â€¢ Inspection & Testing
For documenting and straightforward guide or checking intentions, each report or document ought to
include - Document Identifier Number, Description, Date Received, Date Returned, Reviewerâ€™s
Name and Statements.
For additional complex undertaking which comprised of substantial quantity of records, it is applicable
to make use of computer based document control log. It's quite common today to utilize spread
sheets using Microsoft Excel. In more substantial projects which involve large number of documents,
committed computerized web based report checking method might well be considerably better. As an
example, one can find customised or regular software deals on the market commercial for managing
the document control program.
Immense tasks which usually require a team associate dedicated full-time to handle and observe a
large number of files, might require using a computerised system.
Aside from above, it is important to establish a first-rate tracking strategy for effective document
control ahead of the start of the construction project; it is recommended to build a centralised site in
the project wherever all arriving messages for example mail, deliveries and contractor communication
For first-rate Document Control these procedures need to be adhered to whilst following the QMS
requirements on Document Control:
â€¢ All of the incoming mail has to be signed up on a register with the proper date stamping. The
incoming snail mail could possibly be hand or messenger delivered communication, materials, plans,
submittals, e-mail and faxes etc.
â€¢ Assigning a distinctive log number to all or any arriving and outgoing communication previous to
registering it in the proper log of the document tracking system
â€¢ Coding of all arriving and outbound communication utilizing a File Numbering System to make
sure files are effectively filed in the Master File.
â€¢ Duplication and releasing every arriving messages to the Construction Management including the
document control associates or the suitable staff.
â€¢ Checking for visible issues before despatching the outgoing messages.
â€¢ Archiving or processing of all original document in a Master File till those can be properly
encased and sent for long-term storage.
â€¢ All variations to documents linked to (drawings, specifications, work practices, work guidelines
etc.) need to be accordingly handled whilst all concerned groups are notified of these kinds of
differences. The procedure of notification may be either through e-mail or bulletins
â€¢ Periodical overview of managed docs to be certain that only current files are utilizedâ€¢ Control
all drawings used for construction while ensuring the latest revised sketches
â€¢ Alert the contractor if nay discrepancies found in the documents as well as any remediation steps
require. If any repeating trouble encountered, you should release non-conformance report to the
Retention periods for quality systems documentation for the projects depends on the contract
requirements. The record retention periods for a specific sort of records depend on legal necessities.
Whenever setting up the records register the project managers should build whether or not there are
legal needs for record retention and specify them and connect to records controller.