Role of Document Control in Engineering Construction Projects in Canada

Drawings and documents formed in engineering design projects are essential instructions that visually explain the scope of work to all the project stakeholders. It initiates from the concept design drawings, which the engineering consultant further produces after studying the content provided by the client. 

Engineering drawings are formed with the help of the engineering consultant and the contractors. They, in turn, create elaborate shop drawings for the construction activities at the construction site. So let’s understand exactly what the objective of the Electronic Document Management System is in engineering projects.  

Types of the Engineering Document:

Specifications: These are the design parameters and the standards which the client requires. The EPC contractor utilizes project specifications to form the Material Submittals for the procurement.

Quality Control Documents: Such documents mainly involve the Request for information, also called RFIs, orders change, Inspection Reports, and many more.

Correspondence like emails, memos, minutes, etc. These are recorded and then archived for preferences in the future.

Progress Documents: These are the progress photos that must be saved if any of the sites are in the future. 

The project execution is critical when you manage the project drawings and the document effectively and adequately. Thus, some document management systems are highly significant in engineering projects.

So the question arises why there is a need for an Electronic Document Management System for engineering projects? Let’s know about the importance of these systems. 

Reason 1: A document management system or DMS provides a single window for engineering projects to manage the drawings and documents electronically.

Reason 2: A DMS enables much rapid and better-streamlined collaboration between the stakeholders in variable locations. A vendor can upload the documents to the DMS despite traveling or courier the prescribed documents. It is a must to note that such profiles are in high demand in Vancouver Canada, and Calgary Canada.

Reason 3: It offsets the industry’s high rates. It also enables the availability of all the documents and the appropriate correspondence even when there is relevant correspondence during the absence of any individual.

Reason 4: In a DMS, the documents are safely stored and highly accessible to the entire stakeholders from anywhere at any time.

Reason 5: A DMS assists the organization in protecting copyright and proprietary information.

Reason 6: By using a DMS, one can easily promote transparency and accountability.

Reason 7: A document management software can easily facilitate document identification by using the unique document number: the version reference and other attributes like package number, area, level, etc.

Reason 8: A DMS uses the standard document template for every document specified by the end-user.

Reason 9: By using the predefined attributes, a DMS can easily index the drawings and the documents to ensure a fast and easy retrieving technique.

Reason 10: A document work process can be easily specified, starting from creating a document to analyze, approve, and involve the end-user. The role and the resource used for every work process can be examined to ensure that the quality management process is done before the drawing or the document is released in the next stage. 

Why is DMS Important For Engineering?

Wondering why the Document controller profile has progressed in essential areas like Toronto Canada and Seattle WA USA? An Electronic Document Management System Canada is the most efficient method, and it can be considered a collaborative tool for carrying out engineering projects. It can be used by all the project stakeholders despite being separated by any geographical boundaries.

So let’s find out how DMS helps the project team members to carry out the following functions:

• Store the file adequately in the secure environment
• access and then retrieve the information in an instant method
• Present the information thread to analyze the reason for a change.
• Make sure the key is done only to the latest revision of the documents.
• Avoid any possible errors while accessing the records. 

Let’s analyze the role of the document controller in detail:

Document Controllers functions have many role and responsibilities which mainly involve:

• Take responsibility for all the essential groups. The individuals are notified and have access to the recent versions of the project plans, relatable documentation, and meeting minutes.
• Consider, check and carry on the distribution meeting minutes as er required,
• Handling all the administrative tasks delegated by the engineering and the project management team.
• Coordinate and help with the progression of the most relatable designs for each part of every project.
• Help with the administration of the bidding, tendering and the contract award procedure. 

As documents act as the critical evidence to support or dispute any claims. Thus, to carry out the construction documents, the task cannot be accomplished without a document controller. So adequate control procedures are highly significant. There are various Document Control Canada job profiles available in the current scenario looking at its market value! 

Sunny Dhunna , Senior Document Controller Vancouver Canada