How You Can Control Documents In Construction Projects

The goal of this article is to offer recommendations and procedures for establishing the suitable document control technique for any construction project. A lot more precisely, this will explain briefly the process for controlling the documents necessary for construction project which has a Quality Management System (QMS) in place. It sets out the organisations standards for internal documents and procedures for managing document-control tasks.

So Why Do We Require Document Control System

Document control produces a focal point exactly where all project associated communication and documents are logged and tracked. Similarly, the intention of document control would be to make certain that all project related documents and correspondence are handled when necessary and promptly. As we know, any delay in processing the important documents and correspondence (within a construction project/contract) could cause a tremendous impact on the general completion from the project when it comes to time, cost over-runs and quality. Therefore, document manage is an crucial ingredient of construction management and project delivery and ought to not be taken lightly. Additionally, the complexity or the degree of intensity in the document control in a construction project depends on the size of it.

Who is Accountable for Document Control?

The particular QMS documentation comprised of plans, procedures, checklists, forms and work instructions based on the ISO9001 documentation as talked about just before. A lot more particularly, it addresses the quality issues including contractual and legal obligations. Therefore, the responsibility of document control should be on responsible staff attached to any construction project. Also, it depends on the size and complexity of the project. For example, the actual Construction Manager (CM) of the project should ensure that all project connected communication or correspondence (Verbal & Written) and documents are properly routed.

Construction Manager (CM): The CM ought to ensure that all project associated correspondence and documents are transmitted through the designated Document Control clerk for processing. Similarly, personnel responsible for document manage which includes the designated support staff ought to be made accountable for entering (or recording) or logging in all incoming and outgoing project associated correspondence and documents into the document tracking method. Also, the document manage staff is accountable for keeping accurate construction records right throughout the project period. In the case of small construction project, document manage is handled directly by the CM or designated Project Quality Representative (PQR).

Job of Document Controller

The document controller may have control of a single document or a number of documents or a collection. Every single controlled document need to have a document controller. The role of document controller may have any in the following tasks:

Keep all documents connected to construction safe from tampering or corruption.
Give out documents relevant parties promptly using the document tracking technique logs.
Maintain document registers. Logs and distribution lists.
Gather and maintain document distribution records.
Manage document change:
-Withdraw superseded documents and archive them.
-Communicate any changes.

Document Control

1.Inspection and testing documents

All contractor and 3rd party done inspection and screening reports shall be submitted to Construction Manager and selected document controller. These kinds of documents should be filed as stated by the administrative methods from the construction company. Similarly, these documents have to be analysed and processed as per the Manage of High quality Records as stipulated in the QMS from the construction company.

2.Procurement/Purchase of Quality Items

All documents on acquisitions should be filed and preserved during the entire construction project duration. At the completion of the construction project, this documentation needs to be processed in accordance with the operations stipulated in the Control of Quality Records.

It is essential to make certain that all packing slips, invoices, drawings, mill test reports, specifications, material safety data sheets, supplier documentation (received with shipment or delivery) are properly controlled and transferred to the Construction Manager or the chosen Document Controller.

The leading contractor should keep a receipt inspection log of all items received. Such receipt inspection logs (such as storage & handling procedures) ought to be available during the construction period for review by the Construction Manager or the Document Controller.

Essentially, all relevant documents must be filed, stored and maintained through the entire construction project duration. At the completion of the project, this documentation shall be processed in accordance with the Manage of Quality Records of the QMS.

3.Product Identification and Traceability

Documentation that verifies identification and traceability of items (such as Concrete) ought to be filed and taken care of throughout the construction process. This documentation assures whether certain products or work is carried out in compliance to the specifications and operations. At the completion in the construction project, this documentation shall be processed according to procedure Control of Quality Records.

4.Process Manage

It is crucial to document all written method procedures and discussions regarding special processes used in the construction project. This documentation must be sent to the Construction Manager or the designated Document Controller. All such documentation require to be filed and maintained throughout the project duration. At the completion in the project, this documentation shall be processed as outlined by procedures stipulated in the Quality Records of QMS.
The importance of this documentation is because many processes in the construction project may require pre-qualification. In other words, such pre-qualification involves, review of processes in order to ensure conformance industry standards and manufacturers recommendations, job specifications and procedures. Also, sound monitoring and evaluation is involved to make sure the expected outcomes are reached.

5.Civil Inspection

Typically the all documentation associated to civil inspection has to be properly logged and filed in order to ensure that civil construction activities are carried out according to applicable codes, requirements, specifications and drawings.

For example, such documentation should cover the general inspection criteria in the areas: Survey Manage, piling inspection, soils inspection, structural steel inspection, reinforcing steel inspection, concrete inspection and many other activities. These inspections should be documented in accordance with applicable job specifications, national codes and practices or standards.

6.Occupational Health & Safety

All documentation related to safety inspection reports should be forwarded to the Construction Manager and the designated Document Manage staff of the project. This kind of documentation has to be periodically up-to-date and retained at the project office over the project duration.

The way to Manage Document Manage?

Inside a small construction project, document manage can be in the form of maintaining several hand written logs. In general, the important documents to be tracked can be the following:

General Correspondence (incoming and outgoing),
Job Site Memos,
Shop Drawings,
Request for Information (RFI),
Clarifications on Drawings/Plans,
Change Orders,
Progress Payments
Site Safety Inspection Reports
Inspection & Testing

For recording and straightforward reference or tracking uses, each record or document should include – Document Serial Number, Description, Date Received, Date Returned, Reviewers Name and Remarks.

For much more complex project which comprised of a lot more than 500 records, it is suitable to use computer based document manage log. It is common today to use Spread sheets using Microsoft Excel. In larger projects which involve large number of documents, dedicated computerized online document tracking method may be a lot more suitable. For instance, there are customised or standard software packages available commercially for managing the document manage process.
Large projects which require a team member dedicated full-time to manage and track 1000s of documents, might require the use of a compute.

Apart from above, it is crucial to build a good tracking method for proper document control just before the commencement in the construction project. Similarly, it is important to establish a centralized location in the project where all incoming correspondence such as mail, deliveries and contractor correspondence are received.

For fine Document Control the subsequent steps must be followed while adhering to the QMS requirements on Document Control:

All incoming mail has to be registered on a register with proper date stamping. The incoming mail could be hand or messenger delivered correspondence, materials, plans, submittals, e-mail and faxes etc.
Allocating a unique log number to all incoming and outgoing correspondence before registering it in the suitable log of the document tracking method.
Coding of all incoming and outgoing correspondence using a File Numbering Technique to ensure documents are properly filed in the Master File.
Copying and distributing all incoming correspondence to the Construction Management such as the document control team members or the suitable staff.
Checking for obvious errors before despatching the outgoing correspondence.
Archiving or filing of all original documents within a Master File until those can be properly boxed and sent for long term storage.
All changes to documents connected to (drawings, specifications, work practices, work directions etc.) should be properly controlled while all concerned parties are notified such changes. The process of notification can be either through e-mail or bulletins.
Periodical review of controlled documents to ensure that only current documents are in use.
Control all drawings used for construction while ensuring the latest revised drawings.
Tell the contractor if any discrepancies found in the documents and any remediation measures require. If any recurring problems experienced, you need to issue non-conformance report to the contractor.