Growing mountains of paper, unclear assignments and massive amounts of time - all too familiar components of analog office management. Especially in construction projects, which naturally involve numerous plans, analyses and calculations. Digital document management (DMS) with an appropriate folder structure for construction projects provides a remedy.
Pen and paper quickly become a relic of office days gone by. However, digitalization can only succeed with clear organization. How do you create an optimal folder structure? How does a digital construction file work? And what is the 7-folder system?
We provide an overview of how you can optimally integrate the power of digital processes and the efficiency of a folder structure for construction projects into your project management.
The most important facts in brief
Folder structures for construction projects form the basis for digital document management (DMS)
Digital construction files and repositories significantly increase efficiency in construction project management
Software solutions simplify the creation of folder structures for construction projects with templates
Why is a folder structure important for a construction project?
It lays the foundation for smooth processes and can offer considerable added value in many respects:
Fast navigation: vast quantities of documents are created every day in the construction industry. Without a well thought-out folder structure, finding and retrieving them can become a time-consuming task. It enables every team member to find the information they need in a matter of seconds.
Effective collaboration: Construction projects are teamwork. A clear folder structure for construction projects makes collaboration much easier. If everyone involved knows where to find the relevant information, communication runs much more smoothly.
Risk mitigation: Construction projects are subject to various legal and regulatory requirements. Digital construction files help to store all relevant documents and records in one secure location. This can be invaluable in the event of legal disputes or inspections.
Long-term tracking: Construction projects usually extend over long periods of time. It is often necessary to access old documents. A clear folder structure for construction projects ensures that old files are easy to find and available.
Cost savings: Inefficient document management can lead to duplication of work, errors and costly delays. A well-planned folder structure conserves resources and minimizes unnecessary expenses.
What different structures are available?
When designing folder structures for a construction project, construction companies face the challenge of defining organizational methods for documents and data. And to implement these consistently. There are various models for this:
Functional: Folders are created based on the functions or departments in the construction project. For example, separate folders for procurement, construction and quality control. This structure facilitates the assignment of responsibilities and cross-team collaboration.
Phase-based: Construction projects go through different phases, from planning to completion. A phase-based structure can include folders for each project stage so that all documents and data created in that phase are collected in one place.
Object-based: This structure is well suited to projects involving several construction projects or locations. Each construction project or building has its own folder in which all relevant information is stored.
Document type-based: Folders are organized according to document types. For example, with separate folders for drawings, contracts, approvals and reports. This enables quick sorting and targeted access to specific documents.
What does an optimal folder structure look like?
Regardless of the thematic or time-based assignment of individual documents, the so-called 7-folder system has proven itself as a folder structure for construction projects - there are simplifications here for Viewpoint, but more on this later.
The 7-folder system simplifies file organization at each level of the hierarchies by specifying that there are a maximum of seven folders per level. This means that main folders can have seven subdirectories and each of these subdirectories can in turn contain seven further subfolders.
To ensure that information is available quickly, the number of folder levels is limited to a maximum of three. There are therefore a maximum of 7 folders on the first level, a total of 49 folders (7 times 7) on the second level and a maximum of 343 folders (49 times 7) on the third level.
There should be a maximum of 399 clearly named file folders in order to maintain order and clarity. A firmly defined framework that permanently brings structure to folders and files.
For better control, it is always a good idea to work clearly and adhere to proven standards. Nevertheless, Trimble Viewpoint can make things easier here, as Viewpoint for Projects allows you to freely design your folder structure. A 7-folder system thus becomes optional. In addition, the search field simplifies the search for documents and the virtual folders allow you to merge several documents. Especially when things have to be done quickly or a large number of employees are involved, the overview is not lost.
The folder structure via Viewpoint For Projects can be designed completely freely. Here are two examples of efficiently organized digital folder structures:
Conclusion - Digital document management requires a well thought-out folder structure
Digital document management is no longer a distant vision, but has long been the standard across all industries. For it to really succeed, construction projects need a well thought-out folder structure.
The 7-folder system is particularly useful in construction practice. Powerful digital tools are needed to apply it consistently throughout the entire construction project and make it as efficient as possible for everyone involved.
Viewpoint For Projects is a particularly efficient tool. It optimizes the management and provision of project information and offers your team crucial support in all phases of work. This enables the smooth management of even the most complex projects and folder structures.
In combination with Field View, you can bring the benefits of digital construction files directly to the construction site. The software is a cloud-based and mobile offline solution that replaces pen and paper in the field with customizable forms for smartphones and tablets. By digitizing information, Field View enables seamless communication between the office and construction site.
This powerful overall package ensures that a well thought-out folder structure for construction projects delivers considerable efficiency and organizational benefits in construction practice.
