Scribd
Upload
824 views5 pages

How To Control Documents in Construction Projects

Document Control creates a focal point where all project related communication and documents are logged and tracked. Any delay in processing the essential documents and correspondence could cause a tremendous impact on the overall completion of the project. The complexity or the degree of intensity of the Document Control in a construction project depends on the size and complexity of it.

Uploaded by

ensafeps
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
824 views5 pages

How To Control Documents in Construction Projects

Document Control creates a focal point where all project related communication and documents are logged and tracked. Any delay in processing the essential documents and correspondence could cause a tremendous impact on the overall completion of the project. The complexity or the degree of intensity of the Document Control in a construction project depends on the size and complexity of it.

Uploaded by

ensafeps
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 5

How to Control Documents in Construction Projects

Page 1 of 5

The aim of this article is to provide guidelines and procedures for establishing the appropriate document control system for any construction project. More precisely, this will explain briefly the process for controlling the documents required for construction project that has a Quality Management System (QMS) in place. It sets out the organisations standards for internal documents and procedures for managing document-control tasks.

Why Do We Need Document Control System


Document control creates a focal point where all project related communication and documents are logged and tracked. Similarly, the intention of document control is to ensure that all project related documents and correspondence are handled when necessary and promptly. As we know, any delay in processing the essential documents and correspondence (in a construction project/contract) could cause a tremendous impact on the overall completion of the project in terms of time, cost over-runs and quality. Hence, document control is an essential ingredient of construction management and project delivery and should not be taken lightly. Also, the complexity or the degree of intensity of the document control in a construction project depends on the size of it.

Who is Responsible for Document Control?


The QMS documentation comprised of plans, procedures, checklists, forms and work instructions based on the ISO9001 documentation as mentioned before. More specifically, it addresses the quality issues including contractual and legal obligations. Hence, the responsibility of document control must be on responsible staff attached to any construction project. Also, it depends on the size and complexity of the project. For example, the Construction Manager (CM) of the project should ensure that all project related communication or correspondence (Verbal & Written) and documents are properly routed Construction Manager (CM): The CM should ensure that all project related correspondence and documents are transmitted through the designated Document Control clerk for processing. Similarly, staff responsible for document control including the designated support staff should be made responsible for entering (or recording) or logging in all incoming and outgoing project related correspondence and documents into the document tracking system. Also, the document control staff is responsible for keeping accurate construction records right throughout the project period. In the case of small construction project, document control is handled directly by the CM or designated Project Quality Representative (PQR). Role of Document Controller A document controller may have control of a single document or a number of documents or a collection. Every controlled document must have a document controller. The role of document controller may have any of the following tasks: Keep all documents related to construction safe from tampering or corruption. Distribute documents relevant parties promptly using the document tracking system logs Maintain document registers. Logs and distribution lists Collect and maintain document distribution records. Manage document change:

2012 Ensafe (www.ensafe.com.au

Withdraw superseded documents and archive them. Communicate any changes.

Document Control
1. Inspection and testing documents
All contractor and 3rd party completed inspection and testing reports shall be submitted to Construction Manager and designated document controller. These documents have to be filed in accordance with the administrative procedures of the construction company. Similarly, these documents have to be analysed and processed as per the Control of Quality Records as stipulated in the QMS of the construction company.

2.

Procurement/Purchase of Quality Items


All documents on purchases will have to be filed and maintained throughout the construction project duration. At the completion of the construction project, this documentation has to be processed according to the procedures stipulated in the Control of Quality Records. It is important to make sure 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 transmitted to the Construction Manager or the designated Document Controller. The main contractor should maintain a receipt inspection log of all items received. Such receipt inspection logs (including storage & handling procedures) should be available during the construction period for review by the Construction Manager or the Document Controller. In essence, all relevant documents should be filed, stored and maintained throughout the construction project duration. At the completion of the project, this documentation shall be processed in accordance with the Control of Quality Records of the QMS.

3.

Product Identification and Traceability


Documentation that verifies identification and traceability of products (such as Concrete) have to be filed and maintained during the construction process. This documentation ensures whether certain products or work is carried out in compliance to the specifications and procedures. At the completion of the construction project, this documentation shall be processed in accordance with procedure Control of Quality Records.

4.

Process Control

2012 Ensafe (www.ensafe.com.au

It is important to document all written process procedures and discussions regarding special processes used in the construction project. This documentation should be forwarded to the Construction Manager or the designated Document Controller. All such documentation need to be filed and maintained during the project duration. At the completion of the project, this documentation shall be processed in accordance with 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 ensure the expected results are achieved.

5.

Civil Inspection
The all documentation related to civil inspection has to be properly logged and filed in order to ensure that civil construction activities are performed in accordance with applicable codes, standards, specifications and drawings. For example, such documentation should cover the general inspection criteria in the areas: Survey Control, 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 Control staff of the project. This documentation has to be periodically updated and kept at the project office throughout the project duration.

How to Manage Document Control?


In a small construction project, document control can be in the form of maintaining several hand written logs. In general, the essential 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

2012 Ensafe (www.ensafe.com.au

Inspection & Testing

For recording and easy reference or tracking purposes, each record or document should include Document Serial Number, Description, Date Received, Date Returned, Reviewers Name and Remarks. For more complex project which comprised of more than 500 records, it is appropriate to use computer based document control 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 system may be more suitable. For example, there are customised or standard software packages available commercially for managing the document control process. Large projects which require a team member dedicated full time to manage and track thousands of documents, may require the use of a compute Besides above, it is essential to establish a good tracking system for proper document control before the commencement of the construction project. Similarly, it is essential to establish a centralized location in the project where all incoming correspondence such as mail, deliveries and contractor correspondence are received. For good Document Control the following steps should be adhered to 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, email and faxes etc. Allocating a unique log number to all incoming and outgoing correspondence before registering it in the appropriate log of the document tracking system Coding of all incoming and outgoing correspondence using a File Numbering System to ensure documents are properly filed in the Master File. Copying and distributing all incoming correspondence to the Construction Management including the document control team members or the appropriate staff. Checking for obvious errors before despatching the outgoing correspondence. Archiving or filing of all original documents in a Master File until those can be properly boxed and sent for long term storage. All changes to documents related to (drawings, specifications, work practices, work instructions etc.) should be properly controlled while all concerned parties are notified such changes. The method 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 Notify the contractor if nay discrepancies found in the documents and any remediation measures require. If any recurring problems encountered, it is advisable to issue nonconformance report to the contractor

For More Information and Articles Like The One Above, Please Visit: www.ensafe.com.au

2012 Ensafe (www.ensafe.com.au

You might also like