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 Wiki
- 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
A change to adoptive architecture.
A must read for all built environment professionals.
A sun, tide, mass or scratch dial.
A brief description of time in the sun.
ICE Trustee Board update June 2022
Given by ICE President Ed McCann.
Artificial intelligence and project management
Two new research reports published by APM.
Association for Project Management membership offer
50% off APM Associate membership for Designing Buildings users.
Building safety, a shifting landscape for professionals
A commentary from the insurance perspective.
In brief with further links.
Walter Segal: self-built architect
A definitive book on a pioneer of green architecture.
Funding for heritage on the high street
Using heritage as a catalyst for reviving historic centres.
Commonwealth Heads of Government Meeting update.
Declaration prioritising sustainable urbanisation adopted.
A small hidden, often distant but key building component.
Some brief words about the actuator.
CIAT Chief Executive steps down.
After 34 years at the Institute.
Volunteer opportunity launched by the ICE
To support the next generation of engineers.
Provisional findings show illegal cartels in the industry.
CIAT reporting from the Competition and Markets Authority.
Making sustainable construction number one priority.
The future of construction report.
Interview with ECA CEO.
Many provisions came into force on June 28, 2022.
With room to expand.
An information packed session at the BSRIA conference.
Refurbishment, Energy Efficiency, Indoor air and process.
Create a profile, write informed product articles and share.
Aluminium Composite Panels (ACP) is one example.
We are indeed now 10 years old, so go on and be bold !
Write about something you know, help us build and grow !
Comments
Excellent information. I also wrote an article covering document control