CENTRALISE DOCUMENTS IN ONE SECURE LOCATION

Document management for development and construction

Searching for the best document management system? Here's what to look for

How does your current document management system compare?

Have you had subcontractors build off an old drawing, or a team complete a variation without signed approval? If so, then you'll be familiar with the challenges of maintaining accurate version control and comprehensive tracking of all EOT/variations through to approval

Retaining oversight over your team's communications and project-critical documentation is paramount to reduce the risk of design, approval or construction delays, rework and EOT/variations.

But it can be an uphill battle to keep the whole project team across the design and contractual aspects of a build, particularly if some workers are still working off spreadsheets and paper.

The only way to achieve a high level of collaboration, transparency and document control is using a purpose-designed document management system for property and construction projects.

What can modern document management systems deliver for developers and contractors?

Construction focused document management systems offer much more than just a place to store your plans and contracts.

What makes a document management system invaluable is the role-based permissioning, revision controls, workflows with hold points, and automated document controls that have been built into the software. Together, these facilitate real-time access, transparency, security, and auditability across your entire organisation.

Document management systems also deliver efficiencies through workflow automation, notifications and an audit trail that helps you track receipt, views, and time-stamped document revisions across the construction project lifecycle.

CHECKLIST

Document Management for Development & Construction
Key functionality to look for in your next system

Common Data Environment

A common data environment means that every aspect of your project is viewed and managed from one system which becomes the 'single source of truth' for all project data, including communications, drawing collaborations, RFIs, approvals, and documents. It builds trust in the accuracy of data and provides your team with a reliable, central location for storage and access to ALL shared information

Real-time file sync and connectivity between modules e.g. emails, RFIs, tenders

A common data environment also ensures the data in every module is automatically synchronised across people, projects and companies. This prevents people building off old drawings and ensures everyone can view the absolute latest documents from any location and any device.

View all Project Management functionality

Locate emails, attachments and documents in your mail within seconds

Advanced Search functionality for mail supercharges your inbox so your team can find anything in seconds. Locate emails, attachments, RFIs or drawings in your mail system - even search text within drawings

View Advanced Search functionality

Set role based sharing and permission controls

A granular security matrix provides administrators with the option to create defined roles and specify the view, edit and share permissions with nominated workers on a position, module or project basis

Audit collaborations with read receipts across documents and emails

Cut your admin time with software that tracks read receipts, automatically manages document versioning and provides an audit trail for all correspondence. Audit trails can track all opens, edits, revisions, RFIs and EOT/variations, as well as linked correspondence - helping teams establish an auditable communication trail

Automate alerts and notifications for tasks and changes to files

System generated notifications keep key members of your team across important updates in project tasks, workflows and documents, including sharing and document revisions.

Easily supersede documents with rapid revision and bulk uploads

Manage revisions and update any number of drawings within seconds using automated document controls that identify and supersede existing drawings using your organisation's naming conventions. Bulk uploads and changes also reduce repetitive administrative workload.

Intelligent transmittal automation

Automate tracking of communications sent/received between stakeholders in your project and ensure everyone in the team is automatically made aware of revisions. Teams can rest easy knowing records are also securely stored for later reference

Instant on-site access to the latest documents and drawings with just a scan

Maximise worksite document sharing via easily scannable QR codes. From consultants, to contractors to subbies, the team will always have access to the latest drawings and construction documents onsite, ensuring no one is building off the wrong plan.

Learn more about QR Docs

Flexibility to upload and view ANY file type

Allow your team and external parties to easily view and share a full range of file formats without leaving the software. Built-in viewing software eliminates accessibility issues and removes the need for third party file viewers or conversion software.

Get everyone working on the same page

Our Project Essentials functionality pack includes: emails/communications, RFIs, QR docs, EOTs/variations and drawing collaboration - providing all you need to organise your document management processes and achieve greater transparency and reporting capabilities on your next development or construction project.

Book a demo