subject: The Right Strategies Of Controlling Documents And Records In Construction Projects [print this page] The intention of this post is to deliver regulations and procedures for constructing ideal document regulation system for construction projects. Documents and records essential for quality management system ought to be managed; records are a special sort of documents.
Document control produces a center of attention where every project related correspondence and documents are logged and followed; the intention of document control is to guarantee that all project related files and communication are managed when necessary and without delay. As we know, any kind of delay in dealing with the essential documents and messages (in the construction project/contract) can cause a enormous impact on the total completion of the task relating to time, cost over-runs and caliber. As a result, document control is a key section of construction management and project delivery and should not be taken casually.
Who is Answerable for Document Control?
Depending on the size and difficulty of the project a document controller might be specified; but it is recommended that this function is carried out for anyone connected to the mission. In little projects the Site supervisor could carry out this role plus primary projects the documenter controller is commonly assigned to the Project Quality Representative.
The Site Manager must guantee that every project associated messages and docs are sent through the chosen Document Controller for processing. Also, staff responsible for document control including the chosen support staff should be made accountable for entering (or recording) or logging in every incoming and outgoing project related communication and documents in to the document tracking process. The records controller is accountable for preserving accurate construction records appropriate through the project period.
Function of Document Controller
A document controller could possibly have control of a single record or a number of documents or a group. Every controlled document should have a document controller. The role of document controller can have the following jobs:
* Keep all documents in connection with construction safe from tampering or corruption.
* Distribute documents associated parties swiftly while using document tracking system logs
* Sustain document registers. Logs and distribution listings
* Compile and preserve document distribution records.
* Manage document change by extracting superseded documents, archiving them and communicating any changes.
ways to Manage Document Control?
In a smaller building project, document regulation can be available as sustaining quite a few written logs. On the whole, the main docs to be followed could be the following:
* Common Correspondence (incoming and outgoing),
* Job Site Memorandums,
* Shop Drawings,
* Request for Information (RFI),
* Clarifications on Drawings/Plans,
* Change Orders,
* Progress Bills
* Site Safety Inspection Reports
* Inspection & Testing
For recording as well as simple reference or following reasons, every report or document needs to include - Document Identifier Number, Description, Date Received, Date Returned, Reviewers Name and Comments.
For additional intricate mission which made up of substantial quantity of files, it is applicable to work with computer based document control log. It's common now to work with spread sheets using Microsoft Excel. In larger projects which involve numerous documents, committed computerized web based report checking method could very well be best. As an example, there are actually customised or standard software bundles offered commercially for managing the document control program.
Major tasks which need a team member dedicated full-time to take care of and observe several thousand paperwork, may need the use of a computerised system.
Other than above, it is important to create a superior tracking method for appropriate document control ahead of the start of the construction project; it is essential to create a centralised locale in the project exactly where all arriving communication including mail, deliveries and contractor messages are received.
For first-rate Document Control these procedures must be followed whilst sticking to the QMS requirements on Document Control:
* Virtually all inbound mail really needs to be registered on a register with proper date stamping. The incoming postal mail may be hand or messenger delivered communication, materials, plans, submittals, e-mail and faxes etc.
* Allocating a distinctive log number to all of inbound and outbound messages previous to registering it in the suitable log of the document tracking procedure
* Coding of all incoming and outbound communication employing a File Numbering System to ensure that paperwork are accurately filed in the Master File.
* Duplicating and circulating all arriving communication to the Construction Management including the document control associates or the appropriate staff.
* Searching for common glitches just before despatching the outbound communication.
* Archiving or filing of all original document in a Master File till those could be correctly encased and sent for permanent storage.
* Virtually all shifts to documents related to (drawings, specifications, work habits, work directions etc.) need to be correctly controlled while all concerned people are advised of such alters. The strategy of notice may be either through e-mail or posters
* Periodical report on managed files to ensure only current docs are utilized
* Control all drawings used for construction while ensuring the latest revised drawings
* Inform the contractor if nay differences found in the documents and any remediation procedures require. If any recurring problems experienced, you'll want to give non-conformance report to the contractor
Retention periods
Retention periods for quality systems documentation for the projects relies on the contract requirements. The record retention periods for a certain type of records depend on legal criteria.
Whenever setting up the records register the project managers should establish whether or not there are statutory specifications for record retention and identify them and connect to records controller.
