Behind every successful construction project lies a complexity of documentation—a trail of drawings, schedules, quotes, reports, certificates and timesheets stretching back to the earliest concept on a client’s drawing board.

To get from that preliminary scope to final handover takes more than coordination. It requires diligence, perseverance, and unwavering attention to detail—all of which are embodied in the role of the document controller.

It’s a role that often flies under the radar, yet every person on site relies on it. When document control falters, the results can be costly. As Procore’s Sean Doran recalls, “a subcontractor once built off old drawings on a building  simply because they never received the latest set. That single gap in communication led to delays, finger-pointing, and expensive rework.”

Errors like that are often blamed on individuals, but the root cause usually runs deeper: fragmented systems, unclear processes, and inconsistent information flow. In an industry built on precision, document control isn’t just paperwork—it’s risk mitigation in action.

For Andrew Janse, the journey into document control began unexpectedly—as a rehabilitation role, following an accident nearly 30 years ago. Assigned to help on-site at Australia Stadium, he found himself learning computer skills from scratch, surrounded by ammonia machines and carbon copy transmittals.

Today, Janse is a Senior Document Controller at Hutchinson Builders, overseeing complex flows of information across multi-million-dollar builds. His career not only tracks the evolution of document control itself, but also highlights how vital the role has become to construction delivery.

The Core Function of Document Control

In a nutshell, document control ensures that all relevant information including drawings, specifications, schedules, project information, technical paperwork, supplier information, meeting minutes, warranties, inspection reports and certifications are received when they should be, distributed to the right parties, actioned appropriately and saved in the relevant archives or handover materials.

The most critical aspect of the document controller’s task is managing all the incoming documents for a project and then ensuring that everyone working on delivery has the most up-to-date and current documents.

For example, if a project engineer has made changes in their detailed drawings, the document controller needs to receive those drawings and then make sure all the relevant team members including the project manager and key trades, receive the updated drawings promptly.

Precision with Perspective

In a role where time, money and safety is riding on the accuracy of documentation, document controllers operate with both a bird’s-eye view and a microscope. They need to understand the project at a high level, what’s being built, when and by whom, while also tracking the finer details of file versions, approval workflows and who still owes a signature.

But maintaining order isn’t just about process, it’s about people. Document controllers often spend a significant portion of their time following up with engineers or trades for missing details, coaching stakeholders on unfamiliar systems, or navigating personality clashes between teams with different ways of working.

That quiet leadership, the ability to guide, persuade and align multiple parties toward a common workflow, is just as important as any system or tool. And when it works, the payoff is real: less rework, fewer delays, smoother handovers.

Time-Critical and Detail-Driven

Large-scale construction projects are dynamic by nature. Document controllers must stay close to what’s happening on site, often fielding new documents and technical changes after hours. When that happens, response time matters. Knowing exactly who needs what and acting quickly can prevent costly errors and keep delivery on track.

By setting up workflows aligned with project milestones and delivery schedules, document controllers reduce friction, increase clarity, and make sure no one is left working from outdated information.

Risk Reduction Starts Early

While document controllers are essential during construction, their impact begins much earlier, at the tender stage. Having the most accurate and up-to-date documents during bidding allows teams to assess scope properly and price accurately. That benefits not just the head contractor, but also the subcontractors preparing estimates. 

As projects progress, that same clarity becomes a safety net. In disputes or claims, a well-managed document trail strengthens a builder’s position and provides the evidence needed to resolve issues quickly and fairly.

Coaching for Clarity and Consistency

Document controllers also play a quiet but powerful role in capability building—especially for new team members, subcontractors, or consultants unfamiliar with documentation protocols. Not everyone has dealt with project documentation, or they may be new to aspects of the process or the technologies involved, the document controller may find themselves acting as a coach.

That coaching doesn’t just smooth the current project—it lifts the overall competency of everyone involved.

Quiet Power, Strategic Impact

In an industry where time is money, and clarity is the difference between progress and chaos, document controllers are the quiet power behind successful delivery. They don’t pour concrete or weld steel—but their fingerprints are on every milestone, every resolved RFI, every smooth handover.

Andrew Janse’s three-decade career shows that document control isn’t just about systems and files, it’s about people, process, precision, and pride. It’s about building trust through consistency, catching the details others miss, and helping everyone do their job better by getting the right information at the right time.

As construction projects grow in scale and complexity, the role of the document controller is no longer optional overhead—it’s essential infrastructure. It’s time we recognised document controllers not as back-office administrators, but as strategic partners in project success. The sooner we do, the stronger our projects, and our industry, will be.

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