Best 10 Construction Document Management

What is Construction Document Management?

Construction document management refers to the overall method employed by a construction or project manager to arrange and safeguard essential documents like contracts, blueprints, permits, and other operational paperwork. Nowadays, traditional filing systems in construction companies are being replaced by digital construction software.

This software digitizes data, aiding in efficient storage and rapid sharing among field personnel through electronic formats, dashboards, plans, drawings, specifications, and more.While approaches to managing construction documents can vary among individuals, the recommended strategies listed below can assist construction managers in establishing effective methods to guarantee that everyone has access to necessary information without delay.

 

What are Construction Document Management Software and Tools?

Construction document management software and tools encompass platforms and solutions designed to aid in the creation, arrangement, storage, retrieval, and distribution of documents and data pertinent to construction endeavors. Throughout the lifecycle of construction projects, a substantial amount of information is generated, including material specifications, product details, requests for information, change orders, meeting notes, and more.

Handling these documents and data using spreadsheets and manual methods presents various challenges, consuming excessive time and impeding collaborative efforts. By utilizing construction document management software and tools, you can efficiently organize, monitor, access, and safeguard this information.

For businesses seeking to streamline their construction projects, enhance communication and collaboration, minimize errors and delays, and elevate the overall quality and timely completion of their construction endeavors, employing construction document management software and tools can prove to be highly beneficial.

Benefits of Construction Document Management

Construction document management systems provide stakeholders with essential advantages:

 

1. Creation of a Centralized Source of Reliable Information

Efficient teamwork relies on consistent communication. Whether making basic decisions like approving purchase requisitions or engaging contractors, access to accurate and prompt information on status and pricing is imperative.

Essentially, a contemporary construction document management system should offer a centralized, easily accessible storage location for all essential project documents. This centralization significantly contributes to efficient collaboration, minimizing errors, preventing document duplications, and more.

2. Enhances Communication Among Departments and Stakeholders

Besides establishing a centralized document storage space, effective document management fosters improved communication among various departments and both internal and external stakeholders, including:Contractors and subcontractors: Often absent from staff meetings, these stakeholders benefit significantly from reliable access to information regarding changes in their specified areas. For instance, an electrician awaiting updates on relocating existing wiring can easily access critical information through an effective construction document management system, such as approvals and updated work orders, without needing updates from the general contractor.

 

• Project Managers

Playing a pivotal role in construction projects, project managers handle not just tight schedules but also stringent budgets. Construction document management systems provide the structure necessary for efficient management. By ensuring teams have clear access to the most current forms, valuable time is saved, preventing unnecessary resource waste due to outdated information.

 

• Accounting

A robust document management system can automate prompts for accounting team members to review elements like cost centers before sending material requests for procurement. This minimizes the organization’s time spent on reconciliations.

 

• On-site Workers

Typically excluded from a significant portion of project-related communications, an efficient construction document management process ensures the timely delivery of critical information affecting safety and project progress to all on-site workers.

 

3. Assists in Expenditure Control

Cost escalation remains a persistent challenge in large-scale projects, with approximately nine out of 10 ventures surpassing their initial budgets. An effective approach to address this concern lies in a proficient document management process.The organization reaps rewards when all individuals operate from identical plans and remain informed about alterations.

Consider a scenario where a general contractor (GC) possesses the most recent blueprints, timelines, and scopes of work. This awareness enables the GC to prioritize tasks effectively and determine the appropriate timing for actions.Additionally, it facilitates discerning which changes to implement and which to disregard. Equipped with this knowledge, the GC can dedicate attention to pertinent tasks at optimal moments, effectively curbing expenses.

 

4. Establishes a Uniform Method for Document Organization and Management

Fundamentally, a document management system standardizes how an organization deals with documents across all tiers. It substitutes the traditional process of hunting down approved invoice copies or date stamps on received materials with a streamlined digital method.This outcome reduces administrative duties and replaces an overwhelming influx of documents with an effective standardized protocol.

Key features of Construction Document Management Software and Tools

Numerous construction document management software and tools are tailored to specific purposes and functionalities. For instance, software designed for handling smaller projects might not be suitable for more intricate and larger-scale endeavors.

Nevertheless, the essential attributes to seek in construction document management software and tools should align with your company’s distinct needs and the demands of your projects. However, there are four indispensable features that any choice should encompass:

• Document storage and administration functionalities
• Collaboration and communication capabilities
• Proficient search and retrieval functions
• Seamless integration with your existing technological infrastructure

An all-encompassing construction document management tool integrating these critical features will, at the very least, enable more effective document management, improve accessibility to information, and facilitate seamless collaboration.

 

Essential Documents in a Construction Project

In a construction project, several essential documents play pivotal roles throughout its lifecycle. These documents are crucial for legal compliance, project management, communication, and ensuring the project progresses smoothly. Here are some of the key documents:

 

1. Contracts

Legal agreements between parties involved in the project, including the client, contractors, subcontractors, and suppliers. Contracts outline project scope, responsibilities, timelines, and payment terms.

 

2. Blueprints/Architectural Drawings

Detailed graphical representations of the project design, including floor plans, elevations, sections, and specifications. These serve as a guide for construction and are crucial for accuracy during building.

 

Official permissions obtained from local authorities or regulatory bodies allowing construction to proceed. This includes building permits, environmental clearances, zoning permits, and other necessary approvals.

 

4. Specifications

Detailed documentation outlining the materials, methods, and quality standards to be followed during construction. It includes technical details of materials, finishes, and construction techniques.

 

5. Change Orders

Documents that record any modifications or alterations to the original contract or project plans. They outline changes in scope, cost, or schedule agreed upon by the involved parties.

6. Progress Reports

Regular reports detailing the project’s status, including achieved milestones, work completed, issues encountered, and plans. These reports aid in tracking progress and identifying potential delays.

 

7. Request for Information (RFI)

Formal requests seeking clarification or additional information about the project plans or specifications. RFIs ensure that all parties have a clear understanding of project details.

---

Suggested article to read: What Is RFI in Construction? Ultimate Guide 2024

---

 

8. Submittals

Documents submitted by contractors or suppliers for review and approval, including shop drawings, material samples, and product data. Submittals ensure compliance with project requirements.

---

Suggested article to read: What is a Submittal in Construction Ultimate Guide in 2024

---

 

9. Punch Lists

Lists compiled near project completion, detailing any remaining incomplete or deficient work that needs to be addressed before final acceptance.

 

10. Closeout Documents

Documents finalized at project completion, including as-built drawings, warranties, operation manuals, and any other necessary documentation for handover to the owner or client. These documents serve as the backbone of a construction project, ensuring clarity, compliance, and effective management from inception to completion.

What Happens When Construction Document Control Fails?

When construction teams neglect diligent construction document management practices, the consequences of disorganization can be quite severe. Apart from the mentioned statistics, here are some other negative aspects:

 

Wasted Time

When employees struggle to find hard-to-locate information, their valuable time isn’t invested in activities directly impacting the company’s profits. As per a report by FMI and Autodesk, construction experts, on average, waste around 5.5 hours per week seeking project plans and data. This accounts for over a third of the 14% of inefficient activities spent on reacquiring and reviewing previously circulated information.

These tasks essentially symbolize mental rework rather than physical redoing. This not only affects productivity but also inflicts an emotional toll, further diminishing efficiency. Moreover, there’s the tangible aspect of actually redoing the work.

Rework

Ineffective management of construction documents causes considerable confusion regarding different versions, causing teams to operate from incorrect information and resulting in disjointed trade coordination. This situation leads to errors and necessitates rework, causing significant frustration for all parties involved. Moreover, it severely disrupts the projected timeline and budget for the entire project.

 

Cost and Schedule Overruns

Correcting mistakes consumes a substantial portion of resources, requiring additional materials and labor. Consequently, this translates to increased budget, extended timeframes, and unwelcome project overruns.

 

Litigation

Insufficient documentation leading to errors can result in prolonged disputes and potential litigation. Within the construction industry, legal conflicts can be particularly intense. It’s important to recognize that lawsuits not only incur financial costs but also damage your reputation, deter potential clients, disrupt workflow, and even halt ongoing projects. Such setbacks in time, finances, and public perception have the potential to devastate a company.

 

10 Tips for Excellent Construction Document Control

Although managing construction documents might seem overwhelming initially, it involves implementing fresh strategies into existing systems, making it a relatively straightforward process. There exist ten effective methods to establish systems that function both presently and in the long run, ensuring the preservation of the commendable reputation you’ve built.

 

1. Start with Your Culture

Instilling the importance of quality construction document control among your staff is essential before implementing new systems. This distinction determines whether you leave work early on some days or repeatedly find yourself staying late at the site. It’s the difference between meeting project deadlines and significantly surpassing them.

In essence, it’s everything.Initially, you might face resistance from long-standing staff accustomed to traditional methods developed over two decades. In such cases, it’s crucial to educate these individuals about the benefits while actively seeking their input, considering they’ll likely become influential users in the end. This could involve tailored training when updating or introducing a new system, but the effort pays off.Securing similar commitment from executive staff is vital, as their support can be pivotal in adopting a new system or process successfully.

2. Find the Right People to Manage the System

In transitioning to a culture emphasizing effective construction document control, it’s crucial for each employee to feel accountable for the triumph of document management. While team-wide involvement in ensuring successful document control is important, having a designated point person for implementing changes and overseeing the process is essential.

This designated individual holds the responsibility to troubleshoot potential issues, create templates, and maintain smooth workflows. They also play a role in identifying team members who may not adhere to new procedures and assisting them in re-alignment. Moreover, their expertise in the system used is vital as they serve as an internal resource when required.

3. Evaluate Your Current System

If you believe your construction document control system is sturdy, consider these questions:

– Is it user-friendly and efficient, facilitating instant information retrieval?

– Is it accessible from various locations, including remote and underground sites?

– Is it cloud-based and compatible with mobile apps?

– Is it adaptable to accommodate your team’s growth or reduction in workload?

– Can you easily manage stakeholders, adding or removing them as needed?

– Does it prioritize security by granting access only to authorized individuals?

– Does it prioritize customer support, promptly addressing any issues?

If you cannot affirmatively answer all these questions, it’s time to reevaluate your construction document management system and implement an improved solution.

 

4. Out with the Old, In with the New

Eliminate paper. It’s extremely challenging to maintain effective construction document control when dealing with scattered printer paper, loose blueprints, and random memos.Additionally, systems such as Excel and heavy reliance on email contribute to document disarray.

Disconnected email threads hinder document management, with attachments that are difficult to trace and often not the correct version. Overreliance on email likely hampers productivity. The same holds for Excel. Transitioning to a suitable cloud-based digital system is the sole path toward achieving proper construction document management.

5. Find Your New System – Standardize

Having a single construction document control system to consolidate your documents is vital. When assessing software options, ensure they meet the specified criteria. If there’s any doubt, refrain from proceeding. Once you’ve identified the suitable system meeting the criteria, aim for standardization. Acquiring buy-in might take longer than expected, but it’s immensely valuable in the long run to have your entire project and company operating on the same system and templates without any exceptions.

 

6. Establish Your Workflows

An efficient and standardized workflow plays a crucial role in construction document control. Determine the most suitable workflows for your company and projects by initially posing questions such as:

-How Should Updates for Changes be Managed?

-Who is Responsible for Reviewing and Approving?

-Who Should Receive Notifications Regarding Modifications?

-What Permissions are Assigned in Your New System?

There isn’t a singular correct solution applicable to every company; it heavily relies on your existing structure and can even vary from project to project. While workflows should be structured and managed, maintaining some degree of flexibility is essential. This flexibility enables you to promptly address changes and challenges as they arise. Once a system is established, adhere to it, offering necessary training to individuals as needed.

7. Create a Single Source of Truth

Establishing a singular, reliable source of information is not only crucial but also the primary advantage of construction document control.This signifies that when employees require the most recent documents, they can confidently rely on your system to provide precisely that.

All team members can observe modifications and understand their precise nature. While historical documents remain accessible, it’s evident what constitutes new information versus what is older.

 

8. Rely on Automation

To ensure effective document control, having all the information is not enough; accuracy is equally crucial. While manual entry might seem secure, it increases the likelihood of errors in documents and plans.

Seek advanced solutions capable of automation, whether it’s a straightforward method to organize current documents or a complex process that swiftly transforms specifications into submittals. Utilizing automation diminishes the administrative load of document control while enhancing accuracy. Wherever feasible, leverage automation to your advantage.

9. Get Your Integrations in Working Order

You’re probably utilizing various solutions for documents and data in the construction domain, which is entirely acceptable as some systems cater to specific niches critical to the overall process. The solution doesn’t involve eliminating specialized systems but ensuring their interoperability. Once again, this emphasizes the importance of establishing a singular source of reliable information.

If documents are scattered across multiple locations, there’s a risk of individuals working from incorrect data, leading to discrepancies in changes made elsewhere. This scenario may result in substantial rework and errors due to isolated data and information. The remedy lies in construction document control that facilitates seamless communication between existing software systems. Evaluate your current systems meticulously to identify potential integration points. Solutions exist to simplify software connections and aid in centralizing project data and documents.

10. Aim to Make Continuous Improvements

Establishing a construction document control system isn’t a one-time task; it requires ongoing care and adaptation tailored to your company and its members. The aim should prioritize continual enhancement rather than achieving a flawless solution from the start. Regularly assess the performance of your existing document control system to ensure its effectiveness.

 

The Challenges of Traditional Construction Document Management

Managing documents is a critical aspect that shouldn’t be underestimated. Contracts, compliance papers, financial records, drawings, and specifications all ensure a project adheres to its plan. These documents are pivotal in the construction industry. However, several common challenges arise in document management, even within contemporary construction organizations:

1. Version Control Issues: Revisions often result in multiple document versions, leading to confusion among involved parties. This problem is exacerbated with paper-based documentation, potentially causing errors and rework if outdated documents are referenced.

2. Accessibility Hurdles: Locating paper documents takes time, and accessing digital files in the field can also be time-consuming. Even with digitization, issues like poor Internet connectivity, sluggish VPNs, file permission complexities, and delays arise, especially when using disconnected solutions for document storage, transmission, or access.

3. Field Modification Difficulties: Some software applications don’t facilitate easy document editing or commenting, particularly for individuals working outside the office.

4. Time Wastage: The absence of a centralized document repository leads to everyone spending extra time searching for necessary documents, causing inefficiencies across the board.

 

Why You Need Construction Document Management Software

Construction document management software streamlines the storage, organization, tracking, and sharing of information generated in construction projects. Opting for this software over manual document management offers several advantages:

• Centralized storage and robust search capabilities facilitate swift access to vital information for all project stakeholders, including engineers, contractors, and subcontractors.
• Collaboration tools enable seamless teamwork, enhancing project quality and mitigating the risk of communication errors.
• Version control features simplify tracking changes and ensure everyone works on the most recent document iteration.
• Many construction document management solutions offer accessibility across devices and locations, benefiting companies with remote or hybrid work setups.

Utilizing construction document management software and tools streamlines construction projects by improving information accessibility, fostering better communication and collaboration, and enabling remote access.

 

Best Construction Document Management Software and Tools of 2023

 

1. Archdesk

Archdesk stands as a premier construction document management platform designed to streamline and enhance your operations.This cloud-based tool encompasses a range of construction management functionalities, encompassing document and project management, budget oversight, customer relationship management, and equipment tracking, providing a comprehensive overview of projects from inception to completion.

By employing Archdesk, you can automate numerous tasks, from employee scheduling to progress monitoring, inventory tracking, and accounting, enabling resource reallocation toward other critical aspects of your enterprise. Additionally, the software facilitates the creation, organization, and assignment of tasks, all displayed conveniently on a centralized dashboard.Moreover, the construction management software seamlessly integrates with popular accounting systems like QuickBooks or Xero.

This compatibility ensures that Archdesk seamlessly integrates with your current technological framework, eliminating the need for additional software or hardware investment.Tailored explicitly for the construction sector, Archdesk’s suite of features caters to the distinct requirements and challenges within the industry, accommodating both commercial and residential construction projects with ease.

 

2. Procore

Procore serves as a comprehensive construction management tool utilized by property developers, project managers, contractors (both general and specialty), and architects within the construction field. As a cloud-based document management system, it enables the supervision of project, financial, and various other resources throughout the entire project lifecycle.

Through its centralized dashboard, the platform facilitates access to project specifics for both managers and project contributors. Managers utilize this interface to schedule tasks and track project advancement. Procore fosters real-time collaboration, ensures swift access to information from any location, and boasts advanced analytics and reporting capabilities.

Additionally, the tool features an app marketplace with over 150 solutions that seamlessly integrate with the platform. This comprehensive suite equips users with the necessary tools for the successful completion of construction projects.

Pros

• It Provides Extensive Training for New Users
• It Includes Round-the-Clock Chat Support
• It Provides Various Integrations

Cons

• It Comes with a High Price
• It Requires a Significant Learning Curve
• It may not be Suitable for Small-Scale Businesses or Projects

Procore is tailor-made for the construction sector, offering tools, functionalities, and integrations suitable for diverse construction projects involving numerous individuals and teams.

 

3. Dropbox Business

Dropbox Business functions as a cloud-based file storage and sharing system, facilitating document storage, organization, and sharing centrally. Although not tailored for the construction sector, it can effectively manage construction-related documents for small businesses or uncomplicated construction projects.It enables real-time collaboration and document sharing among contributors to construction projects, accessible from any device or location.

Additional functionalities aiding in construction document management include version control, commenting, and activity tracking. However, being a general-purpose solution, it lacks the specialized features found in construction-specific document management software such as Archdesk.

Pros

• It’s User-Friendly
• The Free Version Includes Ample Features Suitable for Smaller Projects
• It Seamlessly Integrates With Various Productivity Tools such as Microsoft Office and Google Docs

Cons

• The Price doesn’t Quite Match the Features it Provides
• There are Concerns Regarding Privacy and Security
• It Lacks Advanced Features for Managing Construction Documents Effectively

 

4. Google Drive

Google Drive functions similarly to Dropbox Business, providing comparable features. It serves as a cloud-based platform for storage and collaboration, allowing the storage, organization, and sharing of files and documents.The software enables real-time collaboration among team members, granting access to documents and files from any device and location.

This makes it particularly useful for projects involving multiple individuals spread across different places, facilitating seamless real-time collaboration.With version control and integration with Google’s suite of tools and third-party applications like Trello and Asana, Google Drive aids in more efficient construction document management .

Despite lacking specialized construction-centric features like Dropbox Business, its adaptability, and integrations make it a favorable option for straightforward construction projects.

Pros

• Collaboration and Communication are Simplified
• Offers Cost-Effectiveness in Comparison to Industry-Specific Software
• Enables Access from any Device, Anywhere

Cons

• Its Capabilities are Constrained to Intricate Construction Document Management Requirements
• Document Access Relies on a Consistent Internet Connection
• Document Retrieval isn’t Straightforward

 

5. Bluebeam Revu

Bluebeam Revu stands as a popular choice for managing construction documents efficiently. It’s a construction project tool used extensively for document management, collaboration, and communication. Its array of features contributes to the streamlined handling of construction documents.A notable aspect of Bluebeam is its integrated tools for estimating materials, labor, and equipment necessary for construction projects.

This facilitates precise project planning and budgeting, reducing the risk of exceeding costs. Additionally, it provides markup, collaboration, and project management capabilities while seamlessly integrating with other industry-specific software tools.

Supporting more than ten languages, including Swedish, Danish, Finnish, Japanese, English, Dutch, Spanish, and German, among others, Bluebeam is tailored specifically for the construction sector, offering a diverse range of functionalities aimed at enhancing construction document management.

Pros

• Its Customer Support is Exceptional
• Offering Versatile Tools and Functionalities
• You can Adjust the Scale and Measure Quantities Accurately in Proportion to the Scale

Cons

• It’s Challenging to Learn due to its Extensive Range of Tools
• Lacks Customizable Shortcuts
• Demands Substantial System Resources

 

6. Google Workspace

Google Workspace, previously G Suite, merges multiple Google applications like Docs, Sheets, Slides, and more, along with third-party integrations, aiming to enhance collaboration and productivity.

Though versatile for numerous tasks, including managing construction documents, it lacks essential functionalities crucial for comprehensive construction document management in intricate projects, such as version control, integration with specialized construction software, and document markup. Despite its suitability for smaller construction ventures, its reliance on online applications necessitates a stable internet connection for usage.

• It Operates across Browsers, Devices, and Locations Seamlessly
• Its Interface is User-Friendly and Recognizable
• Collaborating with other Project Contributors in Real-Time is Effortless

Cons

• Provides Solely Web-Based Applications, which may not Possess the Same Capabilities as Desktop and Mobile Apps
• Its Advanced Features for Construction Document Management are Limited
• The Integrations with Third-Party Applications Lack Smoothness

 

7. Autodesk BIM 360

The “BIM” in Autodesk BIM 360 stands for building information modeling, indicating that Autodesk is tailored for the construction industry. However, its functionalities are more suitable for construction document management specifically, rather than overall project management. Therefore, if you’re seeking a comprehensive solution to oversee your construction project from inception to completion, Autodesk BIM 360 may not be the optimal choice.

Autodesk BIM 360 encompasses document management, version control, document markup, and various other features essential for managing information within a construction project. Being constructed on the Autodesk Forge development platform, it provides access to over 60 pre-built integrations, including AutoCAD and Autodesk Revit. The primary advantage of BIM 360 lies in simplifying the sharing of crucial documents and information and facilitating collaboration. Moreover, it supports diverse file types and offers advanced analytics and reporting functionalities.

Pros

• It Streamlines the Process of Sharing Documents
• You can Oversee all Your Construction Projects from a Single Platform
• It Functions Effectively for Both Extensive and Smaller Construction Projects

Cons

• It Requires Considerable Time to Learn
• The Customer Support is Inadequate
• It Comes with a High Price Tag

 

8. Microsoft 365

The suite of productivity tools and services within Microsoft 365 includes Word, Excel, Outlook, OneDrive, and PowerPoint. Renowned for its collaborative capabilities with tools like Teams and SharePoint, it stands out for managing construction documents effectively. With features for version control and integration with other Microsoft tools, it suits existing Microsoft users.

This software merges cloud productivity with the familiar Microsoft Office suite, enabling work from any device, anywhere. Although not specifically crafted for the construction sector and missing a few construction-specific features, it remains proficient in managing construction documents.

Microsoft 365 boasts advanced security measures for safeguarding documents and data, ensuring access only for authorized individuals. Its customizable administration dashboard provides comprehensive access to organizational features.

Pros

• It Offers an Intuitive Interface
• Provides an Extensive Array of Tools
• Facilitates Robust and Broad Integrations

Cons

• Transitioning from other Tools to Microsoft 365 can be Challenging
• Mastering the Extensive Tools and Functions may Require a Learning Curve
• Managing Licenses and Purchases can Present Complexities

 

9. Contractor Foreman

Contractor Foreman serves as a comprehensive solution for both construction document management and project management needs. It supports multiple languages like Arabic, English, French, German, Spanish, and Urdu and is accessible across various devices with an internet connection.

While Contractor Foreman boasts numerous construction management features customizable to your requirements, getting acquainted with and locating specific features might require some time. To aid this process, the company offers free training sessions.

The software facilitates tracking and overseeing essential documents, covering areas like time cards, invoices, change orders, and submittals. Tailored for the construction sector, this software integrates with various applications such as QuickBooks, Google Calendar, Gusto, and Microsoft Outlook, among others, ensuring compatibility with your existing technology setup. Nevertheless, it lacks an API and a comprehensive end-to-end dashboard.

Pros

• Great Cost-to-Benefit Ratio
• User-Friendly
• Outstanding Customer Service

Cons

• It Lacks an API Functionality
• Navigating through its Extensive Features can be Complex
• Automation Features are Absent

 

10. Monday.Com

Monday.com secured its place as one of the top Global Software companies of 2023 according to G2 ratings. While not tailored exclusively for the construction industry, it boasts features that effectively cater to construction document management. Its adaptability stands out, enabling customization of workflows and forms to suit unique construction document management necessities.

Offering document storage, organization, real-time project tracking, and team collaboration, Monday.com extends beyond document management to project management, team collaboration, and workflow automation.With a wide integration library, Monday.com effortlessly links with pivotal platforms like Dropbox, Slack, Outlook, and Zapier.

However, these comprehensive capabilities come at a premium price compared to other construction document management software.Monday.com offers robust customer support and an engaged community to aid with inquiries and challenges.

Pros

• The Dashboard is Intuitive and Easy to Navigate, Making it Accessible to Users
• There’s an Extensive Range of Integrations Available to Connect with Various Tools
• The Customer Service is Reliable and Backed by a helpful Community for Support

Cons

• It Comes at a Premium Cost
• The Initial Learning Curve might be Challenging for some Users
• It Lacks offline Accessibility