Streamline And Simplify Construction Document Control With Collaborative Project Information Management
The Architecture, Engineering, and Construction (AEC) industry deals with an exorbitant amount of content generated and dispersed across various systems. Document controllers play a critical role in managing this content, its movement, and its security. As a result, the challenges they face are significant. In this article, we’ll take a closer look at the information discussed on the recent ProjectReady Podcast “How To Manage The Chaos Of Document Control.” Read on to learn more about the complexities of document control management in the AECO industry. Learn how to navigate challenges with technology while streamlining the construction document management processes.
Alternatively, you can listen to the podcat now by clicking on the player below to hear the discussion.
Construction Document Control Challenges
From systems like the Autodesk Construction Cloud, Procore, and Microsoft 365, to the endless stream of email, managing content in the AECO industry is complex, albeit critical. There are a litany of challenges that make it particularly difficult for document controllers to be effective, including:
1. Content Chaos
The volume of documents, emails, and data generated during AEC projects can be overwhelming. Content is everywhere, making it a challenging task to keep it organized and easily accessible.
2. Lack of Integration
The need for integration is paramount. A single construction project often has multiple systems are often in play. Integrating these systems is crucial for maintaining a cohesive and efficient document control process. Unfortunately, integration is rarely easy. Without proper integration, document controllers are left searching across platforms for the “right” content. This lack of integration often results in wasted time, increased likelihood of errors, and rework.
3. No Standardization
A one-size-fits-all approach doesn’t work because different teams require specialized tools. Design teams, for example, may rely BIM 360 or PlanGrid, while construction managers prefer to use Procore. Each platform excels in its domain, but document controllers must find a way to harmonize these tools to create a unified construction document control strategy.
4. Data Security
AEC projects almost always include a mix of internal and external team members. As a result, data security becomes another significant challenge to navigate.
5. Too Many Documents
In addition to having to navigate multiple platforms, the shear amount of content generated on a project exacerbates the problem. For document controllers to be efficient they need to automate the way documents are processed. As a result, they will gain reduced manual effort and errors. Automated workflows can save time and reduce the risk of missing crucial project information.
6. Poor Auditability
Maintaining an audit trail and having effective reporting mechanisms in place is vital for managing document control on construction projects. An audit trail doesn’t just substantiate milestones and payment, it can reinforce legal compliance. An audit trail ensures transparency and accountability. Document controllers need to be able to track the history of document changes and approvals. Unfortunately, for many, that trail doesn’t exist. Therefore, when an issue arises, the process of searching for information becomes a time consuming burden of brute force.
Construction Document Control Best Practices
If you’re looking for a list of features and solutions that could serve as a guide when looking for AECO software designed to help solve document control challenges, you’re in luck. Read on for important pointers to help you get a handle on document control chaos.
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Get a Handle on Email
- Email is, simply put, just another piece of content that needs to be managed and controlled. When figuring out your document control strategy it’s essential to consider how email will be managed alongside your existing construction document management process. After all, there is a lot of important documents, commentary, and decisions being made via email. This contextual information should also be part of the project record.
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Audit Trails and Reporting
- Maintaining an audit trail and having robust reporting mechanisms in place is vital for project success. It’s not just about tracking milestones and payments. It also pertains to legal compliance within the AECO industry. An audit trail provides transparency and accountability, helping document controllers track the history of document changes and approvals.
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Data Security
- In the dynamic AECO industry, data security challenges are ever-present. With teams comprising both internal and external members, it is crucial to maintain strict access control. As mentioned above, scalable taxonomies can assist in structuring permissions and access rights. This ensures that the right individuals have access to the right information. A construction document management software solution that automates and streamlines security updates can greatly boost efficiency and reduce the risk of content getting into the wrong hands.
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Scalable Taxonomies
- Scalable taxonomies are fundamental to the construction document control process. They provide a structured hierarchy for content, making it easier to manage and report against. These taxonomies enable document controllers to categorize documents, assign metadata, and ensure that content remains organized, regardless of the project’s size and complexity. Furthermore, scalable taxonomies can help maintain data security by structuring permissions and access rights according to the project’s specific needs.
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Integration is the Key
- With various systems at play, such as Autodesk Construction Cloud and Procore, document controllers must be able to integrate platforms to create a cohesive document control strategy. Harmonizing systems and establishing seamless connections is essential to maintaining order.
Construction Document Management Software Works
Streamlining the document control process and adopting best practices, alongside implementation of the right technology, can empower construction document controllers to navigate content chaos with greater precision. Collaborative project information management reduces risk and results in more successful projects. In this quest, document controllers play a pivotal role.
ProjectReady has one of the best document control solutions available on the market. ProjectReady’s robust document control suite, DCNext, improves the way content is managed by introducing integration, data synchronization, email management, metadata, security, connected workflows, and more to your existing construction document control process.
If you are looking for more tips and insight on how to manage the chaos of document control in your organization, check out the links below for more insight. Or contact us today to schedule your free demonstration of the DCNext solution.