Blog / Information Management
In the Architecture, Engineering, Construction, and Operations (AECO) industry, information management, namely managing project-related documents, is a challenge that demands precision and efficiency. Teams must ensure that all documents are accurately managed, maintained, and distributed throughout the project lifecycle. This task is crucial for keeping track of the latest revisions, ensuring proper processes for revision management, covering bases in case of disputes, and reducing the burden of manual tasks.
One of the most significant challenges is keeping track of the latest revisions of documents. With countless updates and changes, it’s easy for teams to fall behind, leading to the use of outdated information that can cause costly errors and delays. Newforma simplifies this by providing real-time access to the most current documents, ensuring that every team member works with the latest data.
Ensuring a proper process for revision management is another hurdle. The AECO industry involves various stakeholders, each contributing to different phases of a project. Without a robust system, revision control can become chaotic, leading to inconsistencies and miscommunications. Newforma offers seamless revision management, allowing users to configure, adjust, and update documents efficiently. This ensures that every change is tracked and documented, maintaining a clear audit trail that is essential for accountability and compliance.
In the event of disputes, having a comprehensive record of document changes and approvals is invaluable. Disagreements over project details can arise at any time, and without proper documentation, resolving these disputes can be challenging. Newforma provides a full audit trail, documenting every modification and approval. This transparency not only helps in resolving conflicts but also ensures that all actions are traceable and justified.
Document control is crucial across various phases of a construction project, from initiation to completion. Let’s explore how effective document management plays a pivotal role in different stages of a project:
At the outset, creating and sharing initial project documents, such as feasibility studies and planning documents, is essential for effective information management. Document control ensures that all stakeholders have access to the most current revisions, facilitating effective project initiation and planning. This early stage sets the foundation for the entire project, making accuracy and accessibility of documents critical.
As the project progresses into the design and development phase, managing design documents becomes paramount. Architectural drawings, engineering specifications, and BIM files undergo numerous revision and, without the right information management software, things can get pretty dicey.
Document control tracks these changes, ensuring that architects, engineers, and other team members work with the latest information. This reduces the risk of design errors and ensures that the project stays on track.
In the construction phase, managing construction documents, including construction drawings, change orders, and site reports, is vital. Document control ensures that the construction team has access to the latest drawings and instructions, facilitates communication about changes, and maintains an audit trail of approvals and modifications. This enables the construction team to work efficiently and respond promptly to any changes or issues that arise.
Effective communication and collaboration among project stakeholders, including clients, contractors, and consultants, are crucial for project success. Information Management systems provide a centralized platform for sharing documents, commenting, and resolving issues. This improves communication and collaboration across the project team, ensuring that everyone is aligned and working towards the same goals.
Compiling final project documentation, including as-built drawings, operation and maintenance manuals, and project handover documents, is essential for project closeout. Document control ensures that all final documents are complete, accurate, and organized for handover to the client. This facilitates a smooth project closeout and transition to operations, ensuring that the client has all the necessary information for future reference.
Finally, archiving project documents for future reference, maintenance, and renovation activities is vital. Information management systems provide secure storage and easy retrieval of archived documents, preserving project knowledge and supporting future project needs. This ensures that valuable information is not lost and can be accessed whenever needed.
Here’s where Newforma becomes an invaluable ally for the AECO industry. As a premier player in project information management, Newforma’s software is designed to support successful document management and improve workflow efficiency. By addressing common challenges and reducing manual tasks, Newforma helps firms enhance their document management processes.
Newforma’s document control features are tailored to meet the specific needs of the AECO industry. With tools like virtual document sets, which allow teams to manage key deliverables without disrupting underlying files, and features that make relevant information readily available to project team members, Newforma ensures that project teams are always on the same page. This focus on precision and efficiency has earned Newforma the trust of industry leaders.
Additionally, Newforma’s ability to streamline the management of document revisions and issues makes it an essential tool for firms looking to improve accuracy and maintain consistency across their projects. The software’s comprehensive audit trails ensure that every document change is tracked, reducing the risk of errors and providing a clear record that can be invaluable in the event of a dispute.
For instance, Hilson Moran, a leading consulting engineering firm, leveraged Newforma to efficiently handle their document management. They used to spend days and weeks keeping up with their versions and naming conventions, prior to Newforma.
Now equipped with the power of information management, Dave Lee, Head of BIM at Hilson Moran, was able to change the naming conventions on 200 drawings and re-issue them in 17 minutes, instead of doing a week’s worth of manual naming changes. What usually took him a week to complete was achieved in the time of a coffee break, thanks to Newforma’s document management tools.
This significant time savings showcases how Newforma can transform routine tasks, allowing teams to focus on more critical aspects of their projects. This improvement in efficiency not only boosts productivity but also minimizes the risk of human error.
By leveraging Newforma’s document control system, firms can enhance their document management processes and achieve a significant return on investment. With less time spent on manual tasks and fewer errors to correct, teams can concentrate on advancing projects and delivering superior outcomes for their clients.
Navigating the complexities of document management in the AECO industry requires a solution that offers precision, efficiency, and reliability. Newforma’s document control system addresses these challenges head-on, providing a robust platform for managing, maintaining, and distributing project documents.
With features like real-time access, seamless revision management, comprehensive audit trails leading to a reduction manual tasks and significant time savings, Newforma stands out as an essential partner for enhancing project efficiency and accuracy.
Curious to see how Newforma can transform your document management processes? Book a demo to learn more about its powerful features and how it can streamline your projects. Embrace the future of document control with Newforma and experience the difference it can make in your project management.
