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📁 Document Control

Construction projects generate massive amounts of documentation. Without a system, you'll waste time searching for files and risk using outdated information.

Key Principle

Every document should have one home, and everyone should know where it is. Consistency is everything.

Folder Structure​

Standard Project Folder Template​

📁 Project Name - Project Number
├── 📁 00-Admin
│   ├── 📁 Contract
│   ├── 📁 Insurance
│   ├── 📁 Bonds
│   ├── 📁 Permits
│   └── 📁 Contacts
├── 📁 01-Preconstruction
│   ├── 📁 Estimate
│   ├── 📁 Proposals
│   └── 📁 Value Engineering
├── 📁 02-Drawings
│   ├── 📁 Bid Set
│   ├── 📁 Construction Documents
│   ├── 📁 ASIs
│   └── 📁 As-Builts
├── 📁 03-Specs
├── 📁 04-Submittals
│   ├── 📁 Pending
│   ├── 📁 Approved
│   └── 📁 Rejected
├── 📁 05-RFIs
├── 📁 06-Change Orders
│   ├── 📁 CORs
│   └── 📁 Approved COs
├── 📁 07-Correspondence
│   ├── 📁 Owner
│   ├── 📁 Architect
│   └── 📁 Subcontractors
├── 📁 08-Meeting Minutes
├── 📁 09-Daily Reports
├── 📁 10-Photos
│   └── 📁 [Date folders]
├── 📁 11-Safety
│   ├── 📁 JHAs
│   ├── 📁 Toolbox Talks
│   └── 📁 Incident Reports
├── 📁 12-Quality
│   ├── 📁 Inspections
│   └── 📁 Test Reports
├── 📁 13-Schedule
├── 📁 14-Financials
│   ├── 📁 Pay Applications
│   ├── 📁 Budget
│   └── 📁 Invoices
└── 📁 15-Closeout
    ├── 📁 Punch List
    ├── 📁 O&M Manuals
    └── 📁 Warranties

Folder Naming Rules​

Use:

  • Numbers for sort order (00, 01, 02...)
  • Descriptive names
  • No special characters
  • Consistent capitalization

Avoid:

  • Spaces in folder names (use hyphens or underscores)
  • Abbreviations that aren't universal
  • Personal names as folder names
  • Deeply nested structures

File Naming Conventions​

Standard Format​

[Project#]-[Type]-[Description]-[Version]-[Date]

Examples:

  • 2024-001-RFI-023-Electrical_Panel_Location-2024-01-15.pdf
  • 2024-001-SUB-HVAC-Equipment_Specs-Rev2-2024-01-10.pdf
  • 2024-001-DWG-A2.1-Floor_Plan_Level_2-ASI03-2024-01-20.pdf

Document Type Abbreviations​

CodeDocument Type
RFIRequest for Information
SUBSubmittal
COChange Order
CORChange Order Request
ASIArchitect's Supplemental Instruction
SKSketch
DWGDrawing
SPECSpecification
MOMMeeting Minutes
DRDaily Report
LTRLetter
EMAILEmail Correspondence

Version Control​

Methods:

  • Date in filename: Document-2024-01-15.pdf
  • Version number: Document-v2.pdf or Document-Rev2.pdf
  • Both: Document-Rev2-2024-01-15.pdf

Rules:

  • Never overwrite files without versioning
  • Keep previous versions (archive folder)
  • Mark superseded versions clearly

Drawing Management​

Keeping Drawings Current​

Track:

  • Drawing number
  • Revision level
  • Issue date
  • Received date
  • How issued (ASI, Bulletin, etc.)

Drawing Log Example:

DrawingRevDateIssue MethodNotes
A2.101/1/24Bid SetOriginal
A2.111/15/24ASI #3Added door D-15
A2.122/1/24Bulletin #2Revised layout

Distributing Updates​

When new drawings arrive:

  1. Log receipt in drawing log
  2. Review for changes
  3. Mark up old drawings as superseded
  4. Distribute to field
  5. Collect and destroy old copies
  6. Confirm receipt

Field Drawing Sets​

Maintain:

  • Current set in field office
  • Mark-up set for as-builts
  • Clearly marked revisions
  • Remove superseded sheets

Email Management​

Project Email Best Practices​

Subject lines:

  • Include project name/number
  • Be specific about topic
  • Example: "ABC Project - RFI #23 Response - Electrical Panel"

Organization:

  • Create project folders in email
  • Move project emails to folders
  • Save important emails to project files

When to Save to Project Files:

Always save:

  • Directives to do work
  • Scope clarifications
  • Payment discussions
  • Schedule discussions
  • Claims-related correspondence

Email Disclaimers​

Consider adding:

  • "See attached document for details"
  • "Please confirm receipt"
  • "This email is not authorization to proceed"

RFI Management​

RFI Log Contents​

FieldDescription
RFI NumberSequential number
Date SubmittedWhen you sent it
SubjectBrief description
ToWho it was sent to
Date DueWhen response needed
Date ReceivedWhen response came
Days OpenAuto-calculate
StatusOpen/Closed
ImpactCost/Schedule impact

RFI Numbering​

Format: RFI-001, RFI-002...

Or by trade: RFI-E-001 (Electrical), RFI-M-001 (Mechanical)

Tracking RFIs​

  • Log immediately when sent
  • Follow up at due date
  • Escalate if overdue
  • Close when resolved
  • Note impacts

Submittal Management​

Submittal Log​

Track:

  • Submittal number
  • Spec section reference
  • Description
  • Date submitted
  • Date required
  • Date returned
  • Status (pending/approved/rejected)
  • Resubmittal required?

Submittal Filing​

Organize by:

  • Spec section number
  • Or by status (pending/approved)
  • Or by trade

Include:

  • Cover sheet with tracking info
  • Actual submittal
  • Approval stamp/comments
  • Resubmittals linked to original

Photo Documentation​

Photo Naming​

Format: [Date]-[Location]-[Description]-[#]

Example: 2024-01-15-Level2-Electrical_Rough-01.jpg

Photo Organization​

By date:

📁 Photos
├── 📁 2024-01
│   ├── 📁 2024-01-15
│   └── 📁 2024-01-16
└── 📁 2024-02

By location or system:

📁 Photos
├── 📁 Site_Work
├── 📁 Level_1
├── 📁 Level_2
└── 📁 Roof

What to Photograph​

Always:

  • Existing conditions (before work)
  • Hidden work (before covering)
  • Problems and defects
  • Progress (weekly minimum)
  • Deliveries
  • Safety issues

Backup and Security​

Backup Strategy​

3-2-1 Rule:

  • 3 copies of important data
  • 2 different storage types
  • 1 offsite/cloud copy

Frequency:

  • Daily automatic backup
  • Test restoration quarterly

Access Control​

Considerations:

  • Who can view?
  • Who can edit?
  • Who can delete?
  • Project-specific access
  • Subcontractor access (limited)

Retention​

Keep project records for:

  • Contract requires (often 7-10 years)
  • Statute of limitations
  • Warranty period
  • Company policy