Is ‘Construction Document Management Software’ the ultimate solution for future construction challenges?

The construction industry is experiencing an important transition, as a growing number of project owners are now rapidly migrating to construction project management software to meet their document management needs. This change represents a shift from the tedious, conventional approaches to managing construction documents, and points towards improved productivity and streamlined workflows.

Managing construction documents was a difficult task prior to the development of construction project management software. In the past, stakeholders depended on a variety of offline storage devices, including filing cabinets, desktop computers, Excel spreadsheets, and external hard drives, to store and share information. This disorganised method of document control increased risks, prevented collaboration, pushed back project timelines, and ultimately led to huge losses for owners. More importantly, such confusion can also lead to critical construction errors that are dangerous and can cause significant delays.

According to Trimble, a leading provider of construction technology solutions, a dedicated project management software for construction can eliminate version confusion, access issues, and time wastage. The company outlines three main challenges that capital project owners and construction project managers encounter when keeping, organising, and disseminating project-related documents to consultants, subcontractors, and contractors.

These include the high cost of printing and mailing, where the expenses of printing and mailing hard-copy documents for distribution can quickly add up, especially when plans change, or additional details must be shared. Disorganised electronic files present another challenge since they are frequently cluttered, making document location difficult. It can be difficult for inexperienced users to use Microsoft-like folder structures and distribute documents via an FTP site. Comparably, outdated information is another issue that arises when team members are unable to find the most recent information. This can lead to needless change orders and delays in projects, which can also have a detrimental effect on the budget.

Offline solutions

To address these challenges, Trimble offers innovative solutions such as Viewpoint Field View and Viewpoint for Projects, designed to enhance construction document management by centralising information and streamlining processes.

Viewpoint Field View is a cloud-based and offline mobile solution designed to replace pen and paper in the field for snagging, forms and permits, project delivery, and handover. Field View enhances team productivity by allowing them to spend more time on-site and less time on administrative tasks back in the office—ultimately saving time, reducing costs, and mitigating risks. This solution enables field teams to efficiently manage tasks, track progress, and communicate updates without the delays associated with traditional methods. By integrating field data with project management systems, Viewpoint Field View helps reduce errors, improve decision-making, and enhance overall project efficiency.

Viewpoint for Projects, on the other hand, targets site management by offering a comprehensive platform for managing all project documents and communications. It is a construction document management system that streamlines project documentation, enables seamless sharing, control, and collaboration on project documents and drawings, all while maintaining strict revision control. This solution centralises information, making it easily accessible to all stakeholders involved in the project. With features that support document control, version management, and collaboration, Viewpoint for Projects helps ensure access to the most current information, thus reducing the risk of delays and costly changes.

Construction document management software have been utilised previously on several projects in the UAE. For instance, the Dubai Metro project is a notable example of a particularly effective document management system implementation during a period of rapid growth in the UAE. The project encountered numerous challenges throughout its lifecycle, from conception to completion. In order to better guide future projects, the Roads and Transport Authority (RTA) documented these difficulties, emphasising increased stakeholder collaboration, streamlined workflows, and improved document accessibility as crucial factors.

Today, the industry has evolved with innovative software systems offering advanced features for field and project management. Companies like Trimble are leading the way with solutions such as Viewpoint Field View and Viewpoint for Projects, designed to efficiently manage construction documents. By centralising document and information management, Trimble's construction project management software and construction document management software establishes a single, reliable source of information.

In comparison to previous projects, contemporary systems like the comprehensive Electronic Document Management System (EDMS) used for the new Abu Dhabi International Airport Midfield Terminal Building that opened in 2023, also offer significant improvements. This system oversees contracts, construction documents, and communication between contractors and stakeholders, demonstrating how modern solutions contribute to better project management and outcomes.

Solutions like Trimble's Viewpoint Field View and Viewpoint for Projects, set to make a significant impact in the Middle East, are designed to enhance construction document management and streamline processes within the ever-evolving construction ecosystem. These advanced systems highlight the ongoing commitment to simplifying project management and boosting operational efficiency, showcasing the industry's dedication to innovation and continuous improvement.

This article is penned by Trimble.