- Project plans
- Project activities
- Legislation and standards
- Industry context
Last edited 25 Jan 2018
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.
- 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. 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.
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'
 Related articles on Designing Buildings Wiki
- Building information modelling.
- Change control.
- Change control: a quality perspective.
- Common data environment.
- Computer aided design.
- Global Unique IDs (GUIDs).
- Information manager.
- Knowledge management.
 External references
Featured articles and news
This CIOB article explores the concept of value in building design and construction.
BREEAM and Measurabl announce integration to improve the financial performance of commercial real estate.
Rogers Stirk Harbour + Partners' release new images of soon-to-open 3WTC tower in New York.
A document can be called a bond or a guarantee. Does the name matter and what is the difference between them?
New briefing note is launched focusing on increasing knowledge of housing that promotes health and wellbeing.
Arbitration is a private, contractual form of dispute resolution used in the construction industry.
The European Parliament has approved a revised Energy Performance of Buildings directive.
One in six MPs supports the ring-fencing of retentions as proposed in the 'Aldous Bill'.
A stakeholder is anyone who has an interest in the process or outcome of a construction project.
BRE launches online self-assessment tool for ethical labour sourcing.
Tower refurbishment failed to meet safety standards on several counts, according to leaked report.