Document management

As we saw on the previous segment a construction project has large number of documents and it requires qualified managing staff. Every construction project has a document control manager who is well supported by document controller and his assistants.Their main duty is to establish logs of the records, so that they can be found, referred to and/or followed up as required. Well organized contractors establish standard reference lists and coding for all their documents. This greatly facilitates managing, analyzing and tracking work progress.Presently we also have advanced electronic document management system like Aconex.

Job responsibilities of document control manager

* Co-ordination and implementation of Document Management System for the new project
* Document management guidance after liaising with all departments
* Co-ordination of Information-flow by setting up Administrative Procedures for Team use
* Identification of potential ASite loads and training users accordingly
* Monitoring transmissions and summarised weekly reports for Project Leader
* Ensure suppliers complied with Project standards and issued Standard to second tier Suppliers.
* Liaissoning with Project Managers, Document Controllers and Contractors to ensure compliance with company standards
* Production of reports for Project Leader / Quality Managers / Design Managers (Weekly Data updates)

*Conducting regular internal document control audits to ensure document compliance
* Providing New User Induction and training - ensuring best working practices.
* Set User Permissions and provided User Guidance
* Maintenance of Sub Project folders within system
* Technical Query resolution (liaising with Architect, Engineer and Client) to ensure timely data flow
* Liaised with Sub-Project Leader and Planners to ensure close-out milestones were met
* Ensured As-Built information complied with standard
* Managed Commissioning and Testing Documents
* Ensured successful closing down of site

Job responsibilities of Chief document controller

*Registering of internal and external documents.

*Maintain document control registers / documents for incoming and outgoing project documents.

*Ensure that the latest revision and approval status of drawings is kept updated continuously.

*Maintain files in an orderly manner.

*Production of status reports for weekly / monthly meetings

*Ensure all hard and electronic copy distribution of controlled documents to focal point.

*Maintain documents for transmittal process for project documents.

*Expedite responses to transmittals sent for review/comment.

*Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel.

*Follow procedures and update document control procedures when necessary

*Manage the electronic and hard copy filing of project related technical documentation.

*Scanning, creation of CD's, External Hard Disk and files manipulation.

*Filing and archiving of documentation to facilitate easy retrieval at a later date.

*Distribute the documents to concern departments as per the specified discipline or instruction of Construction Superintendent/ Field Operation Manager.

*Follow-up the distributed documents as per the purpose code of contractor Transmittal by using Document Distribution Register (DDR).

*Update punch list items for each systems and NCRs for all disciplines and reporting weekly to Construction Managers, Project Directors in site and Head office.

*Distribute Weekly Updated Document Register with latest revisions of the documents to concern departments.

*Remove superseded Documents periodically from the main stream of file system by stamping and file them in secondary filing system

Few Filing Tips

The filing process should be organized from start to finish in numerical order, with Revisions.  Set up hanging file folders for each division that is applicable to your job.Box files, tabbed folders,hanging file folders are commonly used for this purpose. The tabbed folders should be labeled with the name of every company involved in that division. Organize a separate binder for Requests for Information (RFI's), Bids, Change Orders and Addenda. Place these in numerical order so they are easy to sort through later.