Why is it so important for construction companies today to invest in document management?
In the dynamic world of construction, managing documents is a crucial part of a project's success. From building permits to technical drawings, contracts, and not to forget: a flow of email traffic back and forth. There is an abundance of documents that must be managed accurately during every phase of the project.
Besides the right ERP, a good Document Management System comes into play.
Efficiency in Documents
A construction project generates a massive amount of documentation. A DMS (Document Management System) enables a construction company to manage all these documents in one central location in a compliant manner. This reduces the time spent searching for documents and eliminates the confusion that can arise when multiple team members handle different versions of a document. Documents are also often spread across various sources such as servers, email folders, specialized apps, ERP, etc.
Smooth Collaborations
During a project, multiple people collaborate. This includes both individuals within the organization and external parties. Think of architects, engineers, contractors, suppliers, and end clients. A shared portal enables seamless collaboration by granting all parties access to the relevant documents. The portal ensures that every party has the same versions of the current project, facilitating streamlined communication and cooperation. This is essential for achieving project goals within the set time frame and assigned budget.
Secure Environment
Documents in the construction industry often contain sensitive information, such as building plans, financial data, and legal documents. The DMS (Document Management System) offers advanced security features like access control and encryption to ensure that confidential information is stored securely and only accessible to authorized users. Digital signing is also a very useful integration with a DMS, making the digitization process complete.
Better Project Control
A properly set-up DMS provides construction companies with better control over their projects by offering real-time insight into the status of documents and processes. This enables project managers to make swift decisions, solve problems, and manage projects proactively.
In short, in the rapidly evolving world of construction, a good document management system is no longer an optional luxury but rather a necessary tool for success. With improved efficiency, collaboration, security, and document control, a DMS forms the backbone of effective project management in the construction sector. Construction companies that invest in a robust DMS will gain a competitive advantage and be better positioned to deliver successful projects.
“If they encounter problems on the construction site, they can add their photos with notes and comments directly to the same folder.”