Construction Document Management - Closer to Paperless Operations

 

Since construction projects rely heavily on paper documentation, construction document management has become a critical aspect of any project. Document management might not sound glamorous, but it is an important part of the success of construction projects. DMS has been around for years, and contractors are familiar with the concepts. The last few years have brought new solutions to this problem that are more sophisticated than ever before.

To this end, many contractors use a hybrid of paper and Digital Document Storage for Construction, even if they have entirely migrated to a completely digital system. When asked about their project management methods, many contractors still employ basic digital tools like spreadsheets to deal with their projects, according to a survey conducted by Viewpoint.

Overall, this movement toward digital is beneficial. It indicates that contractors wish to make their documents more accessible to their staff. We must concentrate on addressing the remaining problems of document storage and accessibility in order for real success with document control in construction to emerge.

Construction Document Management: The Obstacles

Contracts, legal documents, plans and specifications all ensure that a project is completed on schedule. Documents are an essential component of construction. Many typical problems regarding document management arise, even in modern building firms.

·         Version confusion: Multiple versions of documents are generated during the process, and concerned parties may not be aware of them or have immediate access to them. If teams consult a document that is no longer valid, this can quickly lead to mistakes and rework.

·         Access difficulties: It might take time to discover the correct paper documents, but getting digital data in the field may be laborious as well. Problems with an internet connection, sluggish VPNs, file permission issues, and other delays can crop up, particularly when several digital storages, sending, or access solutions are employed.

·         Problems modifying in the field: Editing or commenting on documents may not always be simple, especially for people who work outside the office.

·         Wasted time: When everything is stored in a single location, it saves time for everyone because they won't have to go searching for anything else.

Organize Your Information in a Central Location

The first step is to consolidate all of your papers. Integration software solutions that deliver access to the most up-to-date project papers in real time make it simpler for all team members to locate what they need and execute a project properly.

We frequently discuss the need for having a single accurate data source at Docupile, and document management is no exception. If everyone is working from the same facts, how can you be certain that things will be completed correctly?

Make your documents available from anywhere.

You must also make that one document source freely available to everyone who requires it. Cloud Based Document Management System for Construction enables your team to access documents in the field from a web browser frequently without needing to download them.

Because of its simple browser interface, you may access the Docupile platform from any computer in the office, as well as a tablet or smartphone out in the field. It's possible to share and read critical papers in real-time, thanks to this feature. It has a customizable folder structure that's easy to use, and it includes an audit trail and complete version history so you can keep track of who touched documents. Users may also highlight PDFs in their browser with Viewpoint Team, making it simple to add comments and get answers.

The right program makes documents readily available in the field.

Docupile is an easy-to-use document management solution that is highly configurable, so you can build a user interface and filing structure that is appropriate for your company. With this knowledge, the structure is straightforward to understand and utilize in the future. There'll be no more fumbling with multiple apps to log in and figure out which one you need.

A centralized, dependable document management solution, in the end, empowers you to have more control over documentation and permits increased collaboration throughout your projects. To discover more about solutions that can assist your business in simplifying document management, go to Dpcupile's document management solutions page.