Construction Information Technology Blog

5 easy ways electronic document control can reduce project risk

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A key element in bidding and managing a construction project is risk management. Central to managing risk is the requirement to create and retain accurate and complete records of the interactions between the various parties involved in the project. Lawyers providing proactive advice about how to manage risk are very clear about the need to record and retain complete and accurate records of project activity. Transmittals, courier receipts, submittal logs, registered mail and other mechanisms are all used to help manage this issue. Failure to properly manage these records can result in time consuming and expensive claims or disputes. Using an effective electronic document control system can significantly improve project accountability by automatically managing these issues. When considering your options look for these five key elements:

1. The system should automatically control, track and update new versions of documents. Effective version management can help avoid the problems and risks associated with not having everyone working from the correct version of a drawing.
2. Access control and tracking are essential to having accurate records. Claims arising from purported ‘missing documents' are avoided when you can prove exactly who saw what and when.
3. Tracking and reviewing submittals such as shop drawings can be time consuming and requires the accurate logging of the documents as they flow through the process. The risk of missing or incorrect documents is avoided if your system has an integrated Submittal Log that automatically tracks and records the progress of all submittals.
4. The system should automatically create and store a copy of all transmittals created for any printed material that is distributed.
5. The system should automatically collect acknowledgement receipts when people access a specific document or set of documents. These are the digital equivalent to having a signature on a courier delivery slip

If your system includes these features you will be well on your way to having greater control over your project information with less effort and much lower risk of claims or errors.