What Is Document Control and Why Does It Matter For Specialist Industries?
Tired of documents and files spread across multiple places and losing track of everything mid-project? You need document control.
Between contracts, drawings, specifications, reports, approvals, revisions, and different people and teams who need them, things can get messy fast.
For specialist contractors and project-based businesses, staying on top of it all can easily become a job in itself, so managing it effectively should be a priority.
So what is document control?
It’s essentially the process of managing documents throughout the project, which sounds easy enough but is surprisingly difficult when you already have so much to manage. It manages them from creation through review, approval, sharing, updates, and eventual archiving after the project ends.
It’s about ensuring the right people have access to the right information at the right time, while keeping an accurate record of all changes, approvals, and document locations.
A Document Control Specialist can help with:
Document registers and filing: Keeping documents organised, up to date and easy to find when needed.
Drawing registers: Maintaining an accurate record of drawings, including reference numbers, revisions, and current status, as needed for the project.
Revision control: Tracking changes to documents and drawings so it's clear which versions are current.
Uploading and issuing drawings: Uploading drawings to the relevant systems and sending them to the appropriate people.
Managing incoming documentation: Recording and organising documents submitted by clients, contractors, and other project teams.
Tracking RFIs and comments: Tracking Requests for Information (RFIs), responses, and review comments to make queries easier to follow up.
Monitoring approvals: Tracking documents through the approvals process and finding anything still awaiting a decision.
Transmittals and document distribution: Preparing and maintaining records of documents formally issued or shared with project stakeholders, as needed.
It’s pretty much making sure important project information doesn’t get lost or overlooked while keeping it all up to date and on track.
How can it help specialist contractors and project-based businesses?
As a specialist contractor or project-based business, you should focus on delivering the work you’ve been brought in to do, not juggling admin, documents, and keeping everything up to date for yourself, the project, and your clients.
Especially when you’re juggling several projects at once, that admin can pile up quickly and pull you away from the most important work.
But a document process can make the entire project run much more smoothly. Having dedicated support can help you:
Keep all your project documents organised and easy to find.
Track what's been sent and what still needs approval.
Record changes and ensure everyone has the latest documents.
Make sure the right information gets to the right people.
Spend less time chasing paperwork and more time getting your work done.
Chances are, you already have some kind of process in place. Most businesses do. But it isn’t always effective when you’re managing everything, and you often end up spending ages sorting it out because things keep getting messy.
Do you need document control support?
Document control might not be the first thing on your mind when planning a project, but it really can make a difference to how well it runs behind the scenes, and you don’t need to manage it all yourself.
Alongside my Executive Assistant services, I now offer specialist document control support to help businesses and contractors manage project documentation, so please get in touch to find out more about how I can help.
About Katie, Executive Assistant and Founder of Katie Rodwell Remote Executive Assistance
Meet Katie! Your executive assistant and behind-the-scenes support for your small business. She’s also your personal cheerleader because we all need an extra clap to keep things moving.
And she’ll be the first to remind you to celebrate yourself, too.
If you're looking to outsource tasks such as admin, social media, calendar management, email management, and more, book a free consultation below.
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