What is document management? In its most general sense, document management is defined as storing or retrieving documents. Businesses and institutions constantly deal with documents, even if they do not have document management. Although documents were predominantly paper-based when examined in the past, you may find that documents in electronic form are increasing today. Document management may seem like a simple action at first glance, but it is a series of controls that must be placed in a certain order and ensure that this order continues on solid foundations.
What does document management mean for construction? Construction document management is one of the most tedious and time-consuming tasks of a project manager in daily operations. In addition to being tedious and time-consuming, it is also an issue of increasing importance. Effective and efficient document controls are essential for any construction project. Without document management, it is certain that projects will have problems with time and budget.
Good document management is very important for monitoring the project. With retrospective studies, you can take steps and determine new strategies that will help you make clearer decisions about the progress of the project. You can predict possible risks and prevent errors. In addition to progress on the project, documents that protect workers' rights and company rights are also important. Contracts or some important documents must be well organized and preserved. In addition to all this, not taking advantage of the benefits of technology will slow you down. Many contractors or project managers have switched to digital and cloud-based systems instead of pen and paper. Software developed for document management are the biggest helpers of construction companies in this regard. Instead of separate document management, documents collected on a single screen significantly reduce possible risks.
What are the Document Management Challenges?
Many documents, including contracts, project compliance documents, drawings and technical specifications of the structure to be built, facilitate the execution of the project according to plan. It can be said that document management has many difficulties even in modern construction projects. These difficulties;
Document Control Problems: Revisions made to documents reveal different versions of the documents. Many teams working with the same documents may not be aware of the new documents or may not be able to access them immediately. Accessing old documents will bring many errors. Choosing cloud-based software to overcome document control problems will make your job easier.
Accessibility Issues: Even if the correct paper and documents are available, this will still take a lot of time. Digital solutions can be useful, but it is also important what path is followed and what kind of solution is developed. Online transactions over the Internet will be more beneficial.
Update and Document Modification Problems: You now know that changes and updates to documents can be quite challenging on paper. Making the changes to be made in a computer environment will not be a solution alone. Systems that are accessible to everyone with the right software and have a single data source will make your job easier.
Time Wasted: Even if all document management can be done smoothly, time will be your biggest waste. Without time management, document management will be largely meaningless. Delays will make the flow of the project and cost control difficult.
A Central Document Management
Documents that you can manage from a single platform will greatly facilitate your work. A single source of information and a cloud-based software where everyone can easily access this information will put you one step ahead of your competitors. It is not difficult to find software solutions that can control and automate your big data. SmartRise is a system that provides a single source of accurate data that you can manage with an easy screen.
