Overflowing files, chaotic deadlines, unclear responsibilities and specifications - companies that dismiss document management as an annoying, negligible duty quickly reach their organizational limits - especially when it comes to complex projects. Digital construction documentation is the modern solution to shed light on analog chaos.
A truly powerful document management system (DMS) is much more than just an archive for documents. It can prove to be a crucial information platform for the entire company or for specific construction projects, thus making a significant contribution to competitiveness.
This article breaks down the key factors of modern, digital document management and shows ways to implement appropriate methods in existing structures and processes.
The most important facts in brief
Digital construction documentation refers to the systematic and digital organization and storage of documents, plans, etc.
A DMS is an industry-specific standard and enables significant cost reductions and productivity gains
In the construction industry, digital solutions using a DMS accelerate the design and implementation of complex construction projects through centralized control and management
What is digital document management?
DMS is no longer a technological avant-garde solution but, according to studies, has long been the standard for medium-sized and small companies.
Companies produce a large number of different documents, from invoices, orders and delivery papers to contracts, article lists, tables and logs. These documents can be both analogue and digital and stored in a wide variety of file formats - different versions and the coexistence of digital and paper formats can quickly lead to organizational chaos.
Digital building documentation as an organizing factor
Digital document management provides a remedy and is a central component of modern company management and refers to the systematic organization of documents, files and information in electronic form. The aim is to record and manage all documents and information in a central, usually cloud-based location.
The main tasks of a DMS include the management of all types of documents in a central database as well as the organization and coordination of their creation, revision, monitoring and distribution. Digital archiving, which is at the heart of a DMS, plays a central role here. Structured archiving allows documents to be retrieved quickly and processed further if required.
What are the advantages of a digitized DMS compared to an analog DMS?
The term digitization may be overused depending on the context, but it is nevertheless omnipresent - and essential for the successful implementation of construction documentation for complex projects. The advantages over analog document management are as numerous as they are logical - and finally make manual management seem like a relic of the 20th century.
Time saving
A document management system (DMS) enables companies to digitize and manage all documents centrally. With the help of powerful search and filter functions, such as a full text search or automatic keywording, documents can be found quickly and easily. This saves time and significantly increases employee productivity.
Transparency
Cloud-based document management makes data and key figures visible in real time for everyone involved, especially in complex construction processes. The history makes it possible to track changes and processing steps, which can be a huge advantage when working in larger teams. In addition, documents are no longer lost as they are stored and archived centrally.
Reduction of material costs
With a DMS, mountains of paper that eventually become useless are finally a thing of the past. Digitized administration and archiving significantly reduces both paper and toner consumption - a paperless office saves money.
Space saving
Full filing cabinets and sheer endless meters of shelving - precise analog archiving and management requires space. Space that can be used more effectively and can become completely superfluous with a DMS. The management system therefore helps to save space and maintenance costs.
Access control and data protection
Thanks to centralized control, a DMS can be used to determine exactly which documents and data can be viewed and used by the respective project participants. Especially for security-relevant documents, DMS software with password protection and encryption techniques can be a crucial security system.
Legally compliant storage
The GoBD (principles for the proper management and storage of books, records and documents in electronic form and for data access) require companies to properly archive tax-relevant electronic documents.
A solution for digital document management is therefore essential, as electronic invoices must be archived in their original format and unalterable. A DMS fulfills the requirements for security, immutability, completeness, orderliness and retrievability of documents and thus ensures GoBD-compliant archiving.
What are the weak points of digital building documentation?
Factors such as data integrity are a potential security risk, as data loss or manipulation can have serious consequences. If unauthorized persons gain access to confidential company data or relevant key figures from construction projects, there may be massive legal, financial and image-related consequences.
If the system is too complicated and offers many non-transparent functions, this can be increasingly confusing for employees and lead to errors. It is therefore crucial that a DMS is intuitive to use and reliable. Comprehensive training and clear processes can help in advance.
At the same time, the integration of DMS into existing IT systems and business processes is crucial. A lack of coordination can lead to employees having to carry out cumbersome work steps or not being able to retrieve information in real time.
How do you introduce a digital document management system?
The introduction of a DMS is more than just scanning and storing documents digitally - a structured analysis of possible interfaces and areas of application must therefore always be carried out beforehand.
The first step should therefore be to evaluate the existing documentation processes in order to identify weaknesses and potential for optimization. This must be followed by the selection of suitable DMS software that meets the company's requirements.
The introduction of the DMS must be coordinated with all departments involved. Clear communication about the benefits and objectives of the DMS helps with employee acceptance and cooperation. It is also essential to prepare employees for the new system in training courses and workshops to ensure smooth integration into everyday working life.
The implementation of a DMS should take place step by step and be managed by a project team in order to constantly evaluate progress. A successful introduction of the DMS not only increases efficiency and productivity, but also improves security and compliance in the handling of company data.
Implementation in the construction industry
In the construction industry, a large number of documents such as plans, drawings, specifications, contracts, permits and reports have to be created, which are used and processed by many different parties - so careful planning and structuring is essential. This also applies to the construction site - digital construction site documentation is essential. The construction documentation can also be tracked on mobile devices using an app.
Clear rules must be defined for the naming and structuring of documents in order to ensure uniform standards. The assignment of authorizations and access rights for the various parties should also be designed as carefully as possible to ensure the protection of confidential information.
Conclusion - digital construction documentation has long been standard
Digital construction documentation is no longer a distant dream of the future, but an industry-specific necessity and application standard.
DMS centralizes and digitalizes the management of complex processes and construction projects on a cloud-based basis via interfaces that can be used by all parties involved (with appropriate access rights) - in real time, with automated workflows and in compliance with the law.
In combination with appropriate Building Information Modeling (BIM) software, the efficiency of construction projects can increase significantly. Thanks to the innovative Trimble Constructible process, Building Information Modeling (BIM) is being redefined in the construction industry. It enables specialists to optimize and automate the entire construction phase from planning to commissioning.
Viewpoint For Projects is a particularly powerful construction management tool. It simplifies the management, planning and provision of project information and supports your team in all phases of work - allowing you to manage even complex projects effortlessly, identify potential conflicts at an early stage and take appropriate action.
Task management also allows you to assign and track the respective processes in detail. This allows you to optimize your construction project through central document management, task monitoring and risk management.
With the Trimble Constructible process, you break through the boundaries of previous BIM and usher in a new era of efficient and precise construction - thanks to digitized data management with permanently secure and transparent construction documentation.
