Document control in building design and construction
An understanding of where documents are, who created them, what they are for and how to retrieve them is extremely important in order to avoid confusion and mistakes.
Organisations may have their own internal quality management system or ISO 9001 certification that sets out their document control procedures, but on a building design project, the consultant team members and the client may wish to agree a common system of document control.
Automatic, electronic systems for document control can be used (document management systems (DMS)) that will automatically name, create versions, track, archive, retrieve and share documents, however at the very least a document control system should be agreed that standardises:
- Document naming.
- Numbering.
- Revision numbering.
- Checking and approval systems.
- Status of documents, such as 'for construction', or 'for information'.
- How changes are recorded and highlighted.
- Templates, such as document titles and drawing title blocks.
- Formatting (page sizes and orientation, fonts and font sizes etc).
- Systems for storing and issuing documents (distribution matrix).
- Control of externally created documents.
It is important that the whole project team buys into and supports the document control system as such systems can only be effective if they include all documentation, and there can be a tendency for members of the project team to allow systems to slip if they see that others are not following agreed procedures. See collaborative practices.
Increasingly, project teams are establishing online environments for file sharing and / or document control (such as a common data environment). It is important that it is clear who is responsible for maintaining such a system, and whether it is a contractual requirement for members of the project team to use it.
Guidance on the standardisation and control of drawings can be found in the article on computer aided design (CAD).
NB: The ARB (Architects Registration Board) Code: 'Standards of professional conduct and practice', requires that architects have adequate quality management systems in place to protect a client's interest. Standard 4: 'Competent management of your business' states: 'you should ensure that adequate security is in place to safeguard both paper and electronic records for your client, taking full account of data protection legislation, and that clients' confidential information is safeguarded'
See also: General Data Protection Regulations (GDPR).
[edit] Related articles on Designing Buildings
- BS11000.
- Building information modelling.
- Change control.
- Change control: a quality perspective.
- Common data environment.
- General Data Protection Regulations (GDPR).
- Global Unique IDs (GUIDs).
- Information manager.
- Knowledge management.
- Variation.
[edit] External references
Featured articles and news
Professional practical experience for Architects in training
The long process to transform the nature of education and professional practical experience in the Architecture profession following recent reports.
A people-first approach to retrofit
Moving away from the destructive paradigm of fabric-first.
International Electrician Day, 10 June 2025
Celebrating the role of electrical engineers from André-Marie Amperè, today and for the future.
New guide for clients launched at Houses of Parliament
'There has never been a more important time for clients to step up and ...ask the right questions'
The impact of recycled slate tiles
Innovation across the decades.
EPC changes for existing buildings
Changes and their context as the new RdSAP methodology comes into use from 15 June.
Skills England publishes Sector skills needs assessments
Priority areas relating to the built environment highlighted and described in brief.
BSRIA HVAC Market Watch - May 2025 Edition
Heat Pump Market Outlook: Policy, Performance & Refrigerant Trends for 2025–2028.
Committing to EDI in construction with CIOB
Built Environment professional bodies deepen commitment to EDI with two new signatories: CIAT and CICES.
Government Grenfell progress report at a glance
Line by line recomendation overview, with links to more details.
An engaging and lively review of his professional life.
Sustainable heating for listed buildings
A problem that needs to be approached intelligently.
50th Golden anniversary ECA Edmundson apprentice award
Deadline for entries has been extended to Friday 27 June, so don't miss out!
CIAT at the London Festival of Architecture
Designing for Everyone: Breaking Barriers in Inclusive Architecture.
Mixed reactions to apprenticeship and skills reform 2025
A 'welcome shift' for some and a 'backwards step' for others.
Comments
Excellent information. I also wrote an article covering document control