Engineering and Management Training Centre

Document Management
z

System for Engineers

12-12-22 @ 6:30 PM (Myanmar Time)
Document ??

 A document is a form of information that might be useful to a user or set of

users. This information can be in digital and non-digital forms. Accordingly, a
document can be either digital or non-digital.

 A non-digital or paper document can be physically stored in a file cabinet,

whereas an electronic or digital document is stored in a computer as one or
more files. Digital documents can also be part of a database. Electronic
document management programs deal with the management, storage and
security of electronic documents
Examples of Documents

 A document refers to a permanent record of information that can be

retrieved at some later time by a user

Letters Sales Invoices Wills and Deeds

Newspaper Articles Executive Order Meeting Minutes

Product Financial Statements Certificates

Specifications
Digital Documents

 In the past, the term document referred only to handwritten or typed records
of information. Now, the term also includes records created and stored in a
digital format using computers and other digital devices such as tablets and
smartphones.

 When created with a computer application such as a spreadsheet or word

processor, a document is a unit of saved work. Also, each digital document
is saved as a file with a unique name that differentiates it from all other
documents. A unique name also makes it easier for users to retrieve the
document they need without having to waste time opening multiple
documents.
Documents in Construction

Letters Drawings Calculations

Transmittal Reports Records

Forms Certificates Checklists

Structure of Document

 Depending on the purpose and audience, a document can be unstructured

or semi-structured. A handwritten note or letter is a type of unstructured
document, while newspapers, books and online blogs are all types of semi-
structured documents

 a document can take on any form or structure. For example, one document
might contain only text, while another contains a mix of text, tables, images
and other graphical elements. A third document might be a form, while
another contains only charts or graphs

Every Organization or Project should have the proper structure or format for a
document to be submitted or distributed
 Document Classification

 There are many ways to classify documents, depending on the user or

organization doing the classification. One popular method is to classify
documents as public, private, and secret or classified.

 Public documents are usually freely available to anyone who wants to access or
read them. These include documents available on the web, newspapers, library
resources, and information recorded and filed by public agencies, known as
public records

 Private documents are only accessible to those users who are authorized to do
so by a governing party. This party can be the original creator, a company's IT
department, senior management, etc.

 Secret or classified documents are typically restricted to a very small group of

authorized users. These documents can belong to a company, a government, a
military group, etc
Electronic Document Management
System (EDMS)
 An electronic document management system (EDMS) is a type of
software application to manage, secure and control electronic
information and records. Most EDMS applications include
functionalities such as the following:
 document versioning and history

 security and access control

 secure document storage and retrieval

 Some EDMS applications also include capabilities for records

management, free text search and format conversion.
Construction Document Management System

 All the correspondences shall have the incoming and outgoing folder.

 All the correspondences shall have the reference number or coding

system

 Each document submission shall have a controlled copy at the project

site.

 The proper distribution and acknowledgement are required among

each project team department.

 The timely and systematic follow-up is required for the revised

submission
Basic System Development

 Firstly, DMS shall be mentioned and defined under PQP (Project

Quality Plan)

 The proper document controller shall be appointed or assigned.

 The tracking format or register of documents must be developed.

 The document submission timing must be monitored closely.

 Number of copies of documents and appendices/ attachments must be

stored properly
Sample Tracking Form
Letters

 Any letter shall have the reference number

 The letter shall show the date of the letter and it shall be distributed
asap

 The subject of the letter must be clearly shown

 The attendee name and position must be clearly written

 The signed person of the letter must be established

 The attachments to the letter need to be mentioned

 The CC list must be shown (if applicable)

Sample Letter Format
Transmittal
 Used for submission of
documents

 This is the cover sheet for

acknowledgement of
receiving the document

 Two copies of transmittal

need to be prepared

 One copy is to the designated

person/ company and the
other copy is to keep the
record
Drawings

 Conceptual Drawings

 Proposal Drawings

 Tender Drawings

 Construction/ Detailed Drawings

 Shop Drawings/ Fabrication Drawings

 As-Built Drawings
Things to know about Drawing

 Purpose of Issuance

 Drawing Reference No

 Drawing Revision No

 Drawing Development Record

 Clear and Precise Info for Drawing Details

Sample Drawing System
Design Submission

 Depending on the Project Delivery Methods (Procurement Types),

Permanent Works design will be supplied either by the Owner or the
Contractor

 Design Submission has to be followed by RFI or RFA

 RFI is for Request for Information where the Contractor requires a certain
information for design preparation or construction works

 RFA is for Request for Approval, where the Contractor needs the
agreement or approval from the Owner, the Consultant or the Designer in
order to proceed the Works at Site
Sample RFI Format

General Info

Information
Requested

Consultant/ Designer
Reply
 Sample RFA Format

Info Category and

Responsible Discipline

Reply from the

Consultant

Reply from the Owner

Reports

 Reporting is required for Project Monitoring and Controlling Purposes.

 The direction of the reports will be internally or externally

 Internal reports are required by the Company or Project Procedures.

 External reports are required by the Consultants or the Clients or the

Authority

 For reporting, the formats and timing of the submission have to be agreed
early in the Project Execution Stage
Daily Report

 Daily Report has to be submitted from the Site Personnel, normally

from the Site Engineer

 The following information must be recorded inside the daily report

Manpower Record Equipment Record

Daily Activities Details of Activities

Weather Record Issues

Weekly Report

 Weekly Report has to be submitted normally on Monday

 The weekly report format has to be agreed prior to the submission

 The followings are required for the normal weekly reporting

Summary of Work Status Plan Vs Actual

Trend Charts Markup Drawings

Progress Photos
Monthly Report
 According to International Contract Guidelines, the Contractor shall
prepare monthly progress reports and consist of the followings.
 Charts and detailed description of progress

 Photographs showing the status of manufacture and of work progress

 The manufacturing report and status

 Copies of quality assurance documents, test results and certificates

 List of notices and Contractor’s claims

 Safety statistics

 Comparisons of actual and planned progress, with the details of any events
or circumstances which may jeopardize the completion in accordance with
the Contract, and the measures being (or to be) adopted to overcome delays
 Important Documents in Construction
 In construction projects, method statement needs to submit and get the approval
before the actual work proceeds at the Site

 The followings are the components of a typical MS.

 Project Introduction

 Scope of Works

 Technical References

 Step-by-step Procedures

 Resources Plan

 Work Schedule

 Risk Assessment/ JSA

 ITP including checklists

 Important Documents in Construction
 For materials to be used in
construction, the approval or
consent is required before the
procurement taking place

 The following points have to take

note for materials submission
 Technical Specifications
 Samples
 Country of Origin
 Brochure/ Catalogues
 Certificates
 Delivery Time/ Lead Time
 Important Documents in Construction
 For every meeting conducted at the construction project, it is required to
produce MOM (Minutes of Meeting) agreed by all parties concerned.

 The following points are to be take note for a meeting

 Meeting Agenda

 Meeting Attendees List

 Chairman or Chairwoman of the Meeting

 Items Discussed

 Responsible Person for the Follow-up Actions

 Timeline for Follow-up

 Next Meeting Timing (if applicable)

Records

 A record is an evidence that a Party has done something in

accordance with the project requirements or objectives

 Records can be in many formats and varied. However, the proper and
agreed format should be used

 Minutes of Meetings (MOM), Emails, CVI (Confirmation of Verbal

Instruction), etc.

 The proper filing system has to be developed to keep the records.

Forms

 In Construction, there are many forms that have to be used according

to the development of the project.

 Forms are used for documentation purpose as well as communication

& coordination purposes.

 Frequently used in construction consists of

 Site Instruction

 Inspection Request

 Variation Order

 Area Hand Over

Certificates

 Certificate is the confirmation that the specific

work or product has met the requirements or
specifications of the project.

 In construction projects, the list and copies of

certificates must be submitted whenever any
works is going to execute

 Also, during T&C, the authorized certificates

are required for confirmation that the works or
product has passed the prescribed standards
Internal Use Documents

 For every International Construction Company,

internal documents distribution and control
system must be established

 It includes the assigning the responsible person

or department, following up the document
submission, distribution among the project team
and archiving for access and storage.