Project Document Control Department
MORE THAN MEETS THE EYE
Industrial construction is more than meets the eye. It’s easy to recognize the hard work happening on the jobsite, but have you thought about what goes on behind the scenes? Construction companies rely on many departments to keep projects running smoothly, and one crucial yet often overlooked department is Document Control. At G.A. West, Document Control is more than just paperwork; it’s an essential function that ensures accuracy, currency, and consistency of documentation and correspondence across all projects. From creating and managing approval workflows to analyzing drawing and specification packages, this department is valuable beyond measure. But what sets G.A. West’s Document Control team apart from the rest? Let’s take a closer look!
A CENTRAL HUB
So, what exactly is document control for projects, and what role does it play within G.A. West? Crystal Gurley, Project Document Control Lead, explains, “We are the central hub that all information comes to (whether it’s from the engineer, from the client, or from our project team). We analyze the information and then make sure it’s distributed and indexed properly.” Beyond that, the department maintains written correspondence, ensuring all client-related emails and agreements are appropriately routed and documented. “We maintain all documents for all projects. Any official contract, drawing, RFI, submittal, report, or email that is generated on or from the project is filtered through our department.”
Throughout Crystal’s 11 years at G.A. West, the department has grown drastically.
“When I first started, we kept project distributions on a sticky note on our desk. Now we have a formal process and workflow that we use. The scopes of our projects have evolved so much that it changed and improved how we manage and track information.”
SETTING STANDARDS
Other document control departments might not be as hands-on. Other programs simply retrieve and distribute information, but G.A. West takes a more proactive approach. Understanding the purpose of the request is just as important as fulfilling it.
“We ask a lot of questions. We want to understand what we’re receiving and the purpose of it before we send it out. If we’re unsure, our project team (or client) will be unsure too. So here, our department is trusted to ensure that the information we have is correct and we’re clear on why it’s being given to them as well,” Gurley explains.
G.A. West’s internal process is not just an “extra step”, it’s a vital step that alleviates confusion which in turn saves money and time and promotes productivity.
“We have a controlled stamp that we use when a drawing or specification has been properly verified. This stamp means the document has gone through the process and is officially “controlled”; meaning it’s okay to use for the purpose listed on the stamp. If they don’t see the stamp, they send the information to us to verify.”
COMMUNICATION IS KEY
For Document Control, communication is key to their success. Compliance requirements, client-specific standards, industry standards; these are all factors that require the document controller to have knowledge and understanding of the big picture. Miscommunication can cause obstacles. That’s why G.A. West Document Control prioritizes communication to get ahead of issues.
“There is an art to finding a way to adhere to client standards while also making sure our own are met. For every project, we communicate with the client, we communicate internally; we come up with a plan so that all data is thoroughly managed, and all requirements are fulfilled,” explains Amy Roberts, Corporate Document Control and Proposal Manager, who has been with the company for 15 years.
“We have certain ways that we have to maintain information. It’s not always understood by everyone. Part of our job is to help them understand by showing them the bigger picture of how these small details are helping this project to be successful. Once they see it, they get it.” States, Brittany Lewis, Document Control Specialist.
Another member of the Document Control team, Anna Baehr, Document Control Specialist, adds, “It’s important to point out that I don’t understand the building process itself, and it’s not my job to know that. It’s my job to figure out the best way to get the current information to all who need it, which supports the execution of the project.”
“Each client is specific in how they want to receive information and finding a way that best serves our clients and still meets our internal standards is a fun challenge the department navigates daily with one critical tool.”
“Communication across the board. A lot of it is just communication and our goal is to always prioritize communication.”
AUDITS & ACCOUNTABILITY
How does one department maintain such vast amounts of documentation for each construction project accurately? Audits, of course! The team spoke about how every month each project gets audited to make sure that they have all the correct documents and accurate logs. Lewis mentions that monthly is the standard, but audits actually happen more than that.
“Honestly, I feel like we audit almost every day. It’s my job to go back and take that upon myself to make sure that everything is correct because I don’t want anyone to come behind me and feel lost.”
Organization is key in this department. Logging documents in multiple ways may seem excessive, but it provides a safety net.
“We track it every way you can possibly think of. We log our logs. It’s been a long process to get it where it is now, to get it where it’s a lot easier to do the audits and to alleviate mistakes.”
FUTURE OF DOCUMENT CONTROL
So, what’s next for the document control department? Company expansion, new internal management system, department growth, and more.
Gurley opened up about how far the department has come, saying, “When I first started here, document control wasn’t a priority. There was a misconception that we were only here to make copies and that’s how we were viewed. But now, the project teams respect us and trust us.”
Roberts replied, “We love to reflect on how far it’s come. We’ve always viewed criticism as our catalyst for improvement and that’s worked for us. I’m proud of where it started, where it is currently, and where it will go. I’m proud that the project teams rely on this department. It’s been a group effort with a growth mindset.”
Document Control plays a major role in G.A. West’s success. As the company continues to expand, this department continues to grow and remains a valuable part of its foundation.