Document Control Department Internal Organizational Role & Responsibilities (Construction Field)

I published my first article on 27th November 2018 "Working as Heart for Organization or Company Document Control / Archive Department" in view of this article or as continuation of article i am writing second article "Document Control Department Internal Organizational Role & Responsibilities (Construction Field)".

Before writing this article i raised question on linkedin "What is your opinion, In Construction field, Document Control Department Should be under umbrella of which department Quality, Project Control or directly to management (Project director or Project Manager)?", I received number of different opinions, this shows still Document Control Role is not defined universally, Role is depend on size of project.

As we all known we have different disciplines or department in construction Projects such as;

1. Project's Control
2. Quality Control
3. Cost Control
4. Construction Management
5. Design Management
6. HSE
7. Internal Management (HR and others)
8. Document Control Department

All departments or discipline working independently on Project under umbrella of Project Director / Project Manager, Document control Department usually Supervise by Project Control or Quality Control, and both department closely working with Document Control.

We have different types of documents handle and managing by document Control Department on daily basis, which are related to different discipline of Construction Project, and some documents are confidential which only belongs to management (Project Director / Project Manager), In my Opinion, functionally document control department should be under umbrella of Project Director / Project Manager and assignment coordination should be with Project Control and Quality Control Department.

Roles and Responsibility of Document Control Department (Internally).

1. Develop and implement processes related to document control and management.
2. Document Controller is gatekeeper for In / out documents flow in Construction Project.
3. Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
4. Ensure documents submit to right person to action documents.
5. Follow up with all discipline personnel for action items.
6. Ensure all information logged electronically for easily retrieval of information.
7. Records storage as per ISO QMS standards
8. Ensure Document Data accuracy in compliance with implemented procedure and policies.
9. Maintain confidentiality around sensitive information and terms of agreement
10. Manage the flow of documentation within the organization and with External Project entities.
11. Retrieve files as requested by Different discipline individuals.
12. Creation of Electronic workflows.
13. Ensure to check quality of documents
14. Teaming up with other documentation groups
15. Ensure process compliance with QMS Standard.
16. ISO Audits
17. Prepare ad-hoc reports on projects as needed

Above roles and responsibilities shows, document control department interact with all internal personnel's and external entities. this department play a vital role in any construction project which help all department of construction projects specially Projects Control and Quality Control.

As mentioned before in my first article document control department working as heart for any organization.

This is my Second article, hope you like it, more articles will be published regarding Document Control and also waiting for your valuable comments which may help me in future or which may added to my knowledge also.