Most Common Construction Documentation Challenges in 2022

1. Deadline and Submission Schedule

Time is always at the essence of any construction project. Works must be start and end within a certain period. Documentations are required in all construction works like Inspection Request, Checklists, and Test Records. Engineers trying to beat the deadline resulting in incomplete and late submissions. Conflicts in the submission schedule are always an issue in Document Control (DC) even with the issuance of procedure and guidance in the submission process. Request for early submissions or late issuance always occurs between Document Controllers and Construction team, as they want to follow their completion schedules. Strict compliance to schedule is the best priority of the Document Control Team but must not restrict submission beyond time for certain important documents. Diplomacy and proper coordination are key in resolving this problem and communicating the situation without affecting the working relationship of all concerned parties.

2. Revision Management

Changing of documents and drawings are imminent in all Construction Sites. These changes called “revisions” are approved, communicated to all project team members, and updated documents issued to supersede the previous copy. Many Engineers and Site workers are mistakenly using outdated documents and drawings because the revised copy is not processed per the procedure. Documentation managers must always ensure that the latest issued documents must be active documents and supersedes all previously issued documents. All concerned staff should get the updated versions of files and drawings even in digital forms. Old revisions are removed from files, or stamped as “superseded” physically and digitally.

3. Document Accessibility

Retrieval of documents is a key element in managing documentation control. Project management, Engineers, designated staff must have easy access to documentation whether in hard copy or electronic copy form. Some organizations have organized filing systems but disregard the importance of electronic copy. Even a simple server-based E-copy of documents can work without the need for a costly third-party Electronic Documents Management System (EDMS) like Aconex, Documentum, PMWeb, or another web-based platform. Even a simple scanning and computer saving of documents will save a lot of time in managing documents. Looking for Construction documents is time-consuming, sometimes disappointing, and affects work relations. EDMS is highly recommended for medium to large-scale projects as it allows accessibility even from anywhere, which can allow faster communication and distribution.

4. Disorganized Numbering and Tracking System

One of the most important things in the Document Management System is to have a comprehensive but organized numbering system. Quality procedures identify the process of the detailed numbering code in document control. Codes and references are used as well as the originator and recipient of the document in the formulation of document numbers. Others include discipline, location, and dates in the document reference. In any case, the numbering code or system must be defined in the document control procedure and uniformly use within the project. This will give a proper tracking system of documents and records. Registers and Log is also needed and monitored in identifying the status of documents in terms of approval status, dates of closing, and revision control. Document Control Center (DCC) should make a regular report on documentation status for all team members and project management. Monitoring will also expedite responses and fulfill compliance for any actions needed by the corresponding department or responsible staff.

5. Lack of understanding from the project team

Problems also arise even with the availability of a defined Documentation procedure if the project management or team members does not understand the process as described in the procedure. This happens if the DC procedure is not clear and the stakeholder has a different interpretation of the process involved in documentation control. Procedures are prepared before any work commences and all factors must be considered in avoiding confusion during the implementation of the project. Each project is different so it is practical to design the procedure based on project size, schedule, discipline, and type of product or services within the scope as required. The process may change during project implementation to promote improvement. A review of the process and participation of staff outside the DC team can help identify areas of concern. Contractors, subcontractors, vendors, suppliers, clients, and project management should have a parallel understanding of the documentation process and procedure as defined in the Project Quality Plan.

In the past years, Construction Documentation has significantly changed in terms of technical requirements. Technological advancements continue to develop in the construction industry that helps in managing project documents.

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