Document Controller

Rev. Date Details Prepared By

00 05-09-2024 Issued for Use Ramiz Raja

Contents: -

1. Definition.
2. Scope of Document Controller.
3. Duties And Responsibilities.
4. Types of Documents.
5. Disciplines.
6. Master Log Sheet.
7. Qualification for Document Controller.
8. Flow Chart of the Documentation.
9. Document Numbering System.
 1. Definition.
The formal and informal management process for storing and keeping track of documents related to a
project, controlling document versions/revisions, and gaining workflow approvals.

A Document Controller is a professional responsible for managing and overseeing the documentation
process within an organization or project. Their primary role is to ensure that all documents are correctly
processed, stored, and maintained, which helps in keeping the information organized and easily
accessible & focusing on managing documents related to quality assurance and control processes.

2. Scope of Document Controller.

I. Project Documentation:-
i. Managing documents related to the construction project, including contracts,
blueprints, specifications, and design changes.

II. Daily Reports:-

i. Handling daily construction reports, site logs, and meeting minutes.

III. Correspondence:-
i. Managing all project-related correspondence, including emails and official
letters.

IV. Blueprints and Drawings:-

i. Keeping track of revisions to blueprints and technical drawings.
 V. Specifications Updates:-
i. Managing updates to project specifications and ensuring that all stakeholders
have the latest versions.

VI. Regulatory Compliance:-

i. Ensuring that all documents meet local, state, and national building codes and
regulations.

VII. Quality Assurance:-

i. Maintaining records that support quality control processes and inspections.

VIII. Access Control:-

i. Restricting access to sensitive documents, such as proprietary designs and
financial records.

IX. Confidentiality:-
i. Ensuring confidentiality of project details and financial information.

X. Document Storage:-
i. Organizing and storing documents in physical and/or digital formats, ensuring
that they are easy to retrieve.

XI. Classification:-
i. Categorizing documents into logical groups, such as contract documents,
change orders, and permits.

XII. Stakeholder Coordination:-

i. Coordinating with architects, engineers, contractors, and clients to ensure all
documentation is accurate and up-to-date.

XIII. Submittals:-
i. Managing the submission of documents to regulatory bodies or clients for
approval.

XIV. Document Status:-

i. Monitoring the status of documents, such as approval and revision status.

XV. Progress Reporting:-

 i. Providing reports on document-related metrics, such as the number of changes
or document processing times.

XVI. Archiving:-
i. Implementing procedures for the long-term storage of project documentation,
including completed projects.

XVII. Document Disposal:-

i. Managing the secure disposal of documents that are no longer needed but
must be handled in compliance with legal requirements.

XVIII. Document Accuracy:-

i. Ensuring that all documents are accurate, complete, and reflect the current
status of the project.

XIX. Audit Preparation:-

i. Preparing documentation for audits and inspections, ensuring that all required
documents are readily available.

XX. Document Management Systems:-

i. Utilizing software tools for managing, tracking, and storing construction
documents.

XXI. Digital Collaboration:-

i. Implementing and managing digital collaboration tools to facilitate document
sharing and communication among project stakeholders.

3. Duties And Responsibilities.

I. Document Management: Handling the creation, revision, distribution, and storage of

documents. This includes ensuring that all documents are correctly labeled and filed.

II. Compliance: Ensuring that documentation practices comply with relevant standards,
regulations, and company policies.

III. Tracking and Reporting: Keeping track of document versions and revisions, and providing
reports on document status as needed.
 IV. Coordination: Working with different departments or teams to gather, review, and update
documents. They often coordinate with project managers, engineers, and other stakeholders.

V. Quality Control: Reviewing documents for accuracy and completeness before final approval or
distribution.

VI. Security: Ensuring that sensitive or confidential documents are protected and that access is
restricted to authorized personnel only.

VII. Archiving: Managing the archiving of documents for long-term storage and retrieval. This
includes implementing procedures for the safe disposal of outdated documents.

VIII. Document Controllers are crucial in industries where accurate and well-managed
documentation is essential, such as construction, engineering, legal, and manufacturing
sectors.
IX. Document Organization: Establishing and maintaining a filing system for documents to ensure
they are easily retrievable.
X. Version Control: Tracking document revisions and updates to ensure that the most current
version is in use.
XI. Coordination: Collaborating with various departments or teams to collect, review, and manage
documents.
XII. Security and Access: Managing access to sensitive or confidential documents to protect against
unauthorized access or data breaches.
XIII. Archiving and Retrieval: Handling the long-term storage of documents and facilitating their
retrieval when needed.

4. Types of Documents.

I. ABD As-Built Drawing:-

Drawings that reflect the actual construction as completed, as opposed to the original design drawings.

II. BOQ Bill of Quantities:-

The Bill of Quantities (BOQ) is a crucial document in the construction and procurement process.
It details the quantities and types of materials, labor, and other resources required for a
construction project. In summary, the Bill of Quantities is an essential document that supports
the budgeting, planning, and management of construction projects, ensuring that all parties
have a clear understanding of the work and associated costs.
 III. ITP Inspection & Test Plan:-

Inspection and Test Plan (ITP) is a critical document in the quality management process of
construction and manufacturing projects. It outlines the inspections, tests, and quality control
measures that will be conducted throughout a project's lifecycle to ensure that work meets specified
standards and requirements.

IV. RFI Request for Information:-

(Request for Information): A formal request for clarification or additional information from the architect
or engineer.

V. CAL Calculations:-
In various industries, particularly in construction, engineering, and manufacturing, CAL often
refers to Calculations. These calculations are fundamental for ensuring accuracy, efficiency, and
compliance with standards and specifications.

VI. RPT Report:-

In construction, an RPT Report typically stands for a Report that details various aspects of the
construction process, progress, or performance. These reports are critical for tracking and
managing construction projects, ensuring they stay on schedule, within budget, and meet
quality standards.like Daily,weekly,Monthly Reports.

VII. SDW Shop Drawing:-

Shop Drawings (SDW) in construction are essential documents that bridge the gap between
design and actual construction. They provide the detailed information necessary for fabricating
and installing various components and systems, ensuring that they align with the project’s
design intent and specifications. Effective use of shop drawings helps to maintain quality,
coordinate different trades, and avoid costly errors and rework.

VIII. MOM Minutes of meetings:-

MOM stands for Minutes of Meetings in the context of construction and other project-based
industries. MOM are written records that capture the key details and decisions made during a
meeting. They are essential for ensuring effective communication, tracking progress, and
maintaining accountability. Here’s an overview of MOM and their importance:
 IX. CVE Curriculum Vitae:-
It is use for Starting the Project engineers and Profassionals, the cv is submitting by contractor
and approved by consultant or client for further work.

X. LTR Letter:-
In the construction industry, an LTR Letter typically refers to a Letter used for various formal and
official purposes related to project management, contracts, and communications. These letters
are crucial for maintaining clear and professional interactions among stakeholders, addressing
issues, and ensuring project progress.

XI. PLN Plan:-

In construction, PLN typically stands for Plan. A plan is a detailed document or set of documents
that outlines various aspects of a construction project. It serves as a roadmap for the project's
execution, guiding all phases from planning through to completion. There are several types of
plans used in construction, each serving a specific purpose.

XII. TRN Transmittal:-

A document submitted by a contractor to the architect or engineer for review and approval, such as shop
drawings or material samples.

XIII. WIR Work Inspection Request:-

Work In Progress Report: This document provides an update on the progress of construction activities.

XIV. PRQ Pre-Qualification:- Vendor/ Suppliers Profile for Submit to Client or Consultant for
Materials.

XV. Material Inspection Request.:- It is use for Inspection of Material that is come to the site for
Construction work and inspect by client or consultant.
5. Disciplines.

I. AR Architectural
II. ST Structural
III. CL Civil
IV. EL Electrical
V. ME Mechanical
VI. UT Utilities
VII. LS Landscape
VIII. IS ICT
IX. IN Infrastructure
X. ID Interior Design.
 6. Master Log Sheet.
In document control, a Master Log Sheet is a comprehensive tracking tool used
to manage and monitor all critical documents and records throughout a project
or organization. It helps ensure that documents are properly logged, tracked,
and updated, providing a central reference point for document management.

Slicers-Easy to Filter
Documents

Client/ Consultant Contractor

Logo
Logo
Project Name

• Client Name
• Contractor name

REFERENCE
NUMBERS
7. Qualification for Document Controller.

Becoming a proficient Document Controller requires a mix of educational

qualifications, skills, and experience. Here’s a detailed look at the
qualifications and competencies typically required for the role of a Document
Controller:

I. Preferred: A bachelor’s degree or Diploma in a relevant field such as

Business Administration, Information Management, Records
Management, or a related discipline.

II. Alternative: Degrees in Engineering, Architecture, or Construction

Management can also be relevant, especially if working in specific
industries like construction.
 8. Flow Chart of the Documentation.

Document Controller

Prepare Document

No
Revised / Reject Client /
Consultant

Yes

Review

Approved
200

Return to The Contractor Forward to Project Proceed To Work

Management Team
‫انجاز‬
155
 9. Document Numbering System.
Non-Drawing Document Numbering System

Portfolio Program Project

Doc. Type Discipline Sequence
Code Code Code

Example: TATA-RD-BRG-WIR-CL-CL-0005

Drawing Numbering System

Portfolio Program Project

Level Volume Doc. Type Discipline Sequence
Code Code Code

Example: TATA-RD-BRG-00-B3-WIR-CL-CL-0005.