DOCUMENT MANAGEMENT

Collaborative Document Management

Centralised and easy-to-use document management

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Organise, access, collaborate and drive permissions on docs

Unified document control, collaboration and compliance – connecting site and office. Streamline approval workflows and rich communication.

  • Centralised and easy-to-use access for all files
  • Streamlined file intake to support naming convention requirements*
  • Metadata drives permissions to streamline visibility*
  • Integrated document review and markup*
  • Streamline approval workflows and rich communication*

*Limited Release

FAQ

Who uses document management systems?

All businesses have to track, organize, share and manage their critical documents – but due to the nature of construction work, a secure, digital, cloud-based document storage system is especially critical for construction documents. Because construction project execution involves complex project management and stakeholder collaboration, construction companies have a particularly strong need for an end-to-end, cloud-based document management system.

Why use a collaborative document management system?

Construction projects require collaboration with multiple stakeholders, managing communications across teams and ensuring everyone is working from current, updated construction documents such as drawings, change orders and RFIs. In the construction industry, it is critical to have project documents organized into a single source of truth. This ensures that the entire construction team has the complete and updated information they need in order to get the job done right.

What are some of the benefits of using a Common Data Environment?

  • Improve collaboration – By storing documents in a cloud-based, digital platform, you can easily provide team members and stakeholders with the right level of access and visibility.
  • Save time and reduce administrative burden – When you have a single source of truth for accessing project information, everyone can get the information they need with fewer phone calls, emails and interruptions.
  • Cost savings – With a digital document storage solution, you can reduce paper, printing and administrative costs associated with manual processes.

What are some of the features of document management software?

  • Unlimited storage – You need to be able to save all of your critical project documents in one place, for a single source of truth. Select a system with no storage limit to make sure you won’t have to pick and choose.
  • In the cloud – With a cloud-based system, you can access project documents such as drawings, change orders, financial information such as budgets and costs, RFIs, submittals and more, from anywhere, even from the field on mobile devices such as smartphones and tablets.
  • Unlimited users, with robust permission and access control – Make sure everyone on the project team, including subcontractors, vendors and other external stakeholders have the information they need (and nothing more).
  • File type support – Implement a system that can handle all of the file types you’ll need to run your project, including CAD (.dwg), word (.doc), spreadsheets (.xlsx), PDF and more.
  • User friendly – In order for document management to be successful, people need to be able to easily access and update files and information.
  • Version control – It should be easy for users to identify and access the most up-to-date version of any document, without second guessing. When a user attempts to open a document, they should automatically get the most up-to-date version.
  • Add and Manage File Metadata – With project metadata, you can efficiently filter, sort and find the information that you need, ensuring effective version control and creating a single source of truth for each file.
  • Review and Markup – Integrated review and markup allows you to review and approve packages of files in a single workflow experience, simplifying critical processes such as design review. 
  • Naming Conventions – Enforce consistency and standardization across files with custom naming standards for projects. Procore automatically pulls and pre-fills metadata from drawings.
  • Security – Use a document management system that is secure to keep your private information private. Look for a system that has had its security compliance validated and certified independently by a third party.
  • Integrated with other project management tools – Documents are no good if they are sitting in a filing cabinet. Make sure your teams can interact with key documents during project execution, and always have the information they need linked to their other tools.