How to Manage Documents of Building Construction Projects ?

1. Start with a Document Management System (DMS)

In any construction project, the first thing you need is a proper system to organize and store all your documents. Now, this doesn't mean you need fancy software right away, though tools like Microsoft SharePoint or Google Drive can help. You can even start with an organized folder system on your computer.

Real Example:

Imagine you're working on a residential building project. You can create a folder structure like this:

• Project Name – G+45 Residential Project
  • Contracts
  • Drawings
  • Invoices
  • Site Reports
  • Material Submittals
  • Correspondence (Emails/Letters)

This way, you know exactly where to look for any document. It saves time when things get hectic on-site.

2. Categorize Your Documents

Construction projects involve a variety of documents. To keep things simple, categorize them into broad groups:

• Legal Documents: Contracts, agreements with contractors, tender documents, etc.
• Technical Documents: Drawings, specifications, approvals, and revisions of designs.
• Financial Documents: Bills, invoices, payment records, cost reports.
• Project Execution Documents: Daily progress reports, material delivery receipts, inspection reports, etc.

Real Example:

If you're dealing with, say, the foundation stage of your G+45 project, you will have specific drawings for the foundation, material invoices for concrete and rebar, and progress reports that detail how much work has been done daily.

Keeping these documents organized in respective folders helps avoid chaos when your boss asks for a specific report or when you need to submit something for approval.

3. Track Revisions and Versions

In construction, nothing is static. Drawings, BOQs (Bill of Quantities), and schedules often undergo revisions. Keeping track of these changes is super important to avoid confusion or mistakes on-site.

Real Example:

Suppose you’re working on the interior walls of the G+45 building. The architect sends Revised Drawing v3, and now the wall dimensions have slightly changed. What if your site team uses an older version of the drawing (v2)? It can lead to rework and cost overruns.

To avoid this, always save the latest version of the document and mark older ones as "Old" or "Superseded." You could name files like this:

• G+45 Interior Wall Drawing_v3 (Approved).pdf
• G+45 Interior Wall Drawing_v2 (Superseded).pdf

4. Use Cloud Storage for Easy Access

Since most construction projects have teams working at different locations (site, office, client’s place), cloud storage can be a game changer. Google Drive, Dropbox, or even WhatsApp Docs can help the entire team access updated documents on the go.

Real Example:

Imagine you're on-site, and the contractor asks for the latest BOQ. Instead of running back to the office, you can just open Google Drive on your phone, find the BOQ folder, and share the file with them immediately. This saves time and makes sure everyone’s working on the same page.

5. Regular Backups

You don’t want all your hard work to disappear in case of a computer crash or system failure. Always keep backups of your project documents, either on an external drive or on cloud storage.

Real Example:

Let’s say you’ve been working on creating the final billing documents for your G+45 project. One day, your laptop crashes, and you lose all the data. If you had regularly backed up your files to Google Drive, you’d be able to retrieve everything in just a few clicks. No panicking, no lost documents.

6. Keep Hard Copies Where Needed

While digital management is key, sometimes you’ll need to maintain hard copies, especially for legal or government compliance documents. These should be stored in a safe and organized filing system.

Real Example:

If you're submitting a contract agreement to the local municipal office, they often require a hard copy along with a digital submission. Make sure you have a printed copy stored safely in a labeled file in your office, so you can refer to it whenever required.

Managing documents efficiently in construction isn’t just about storing files; it’s about knowing where to find what you need when you need it. This helps you run the project smoothly and makes sure that you're always one step ahead.

BHADANIS Quantity Surveying Institute can be a great asset in helping you manage construction documents more efficiently, especially as you transition to roles like Quantity Surveying or Project Management. Here’s how:

1. Tailored Training on Documentation

In the Quantity Surveying courses offered by BHADANIS, you’ll learn how to handle various types of construction documents, such as contracts, BOQs (Bill of Quantities), and project reports. These courses teach you the importance of organizing, tracking, and storing documents systematically—skills that can be applied to any construction project.

2. Practical, Real-World Examples

The institute focuses on practical, real-world scenarios, helping you understand how to implement document control systems on actual construction sites. You’ll gain insights into managing revisions, tracking project expenses, and maintaining records, which are crucial for a Quantity Surveyor.

3. Software Skills

BHADANIS offers training on essential software like Microsoft Excel, MS Project, and Primavera, which are critical for managing project documentation. Whether it’s organizing costs or creating a timeline for document submission, these tools will streamline your work.

4. Transitioning to Office Roles

If you're moving from a site-based role to an office-based profile like Quantity Surveying, BHADANIS can guide you on how to transfer your site experience into office environments. The courses are structured to make this transition smoother, teaching you how to use your site knowledge to improve project documentation and efficiency in office settings.

In short, BHADANIS Quantity Surveying Institute equips you with the skills to manage construction documents effectively, helping you stay organized and succeed in both site and office-based roles.

Mon Oct 7, 2024