Document Control Procedure in

Construction Project

Project document control procedure is formally about the control of content,

naming convention, numbering sequences, change control, authorization,
distribution, access, archiving, securing and withdrawal or disposal of
documents.
This is a procedure which has been developed to ensure that project staffs,
collaborators, and contractors have consistent, complete and correct
information and that the status of documentation is known and controlled.

Key important points to implement are the following:

 Approve documents for adequacy prior to issuance

 Review and update as necessary and re-approve document

 Ensure that changes and the current revision status of documents are

identified

 Ensure that relevant versions of applicable documents are available

at points of use. Ensure that approved, valid and up to date copies of all
necessary documents are distributed to project staff concerned.

 Ensure that documents remain legible and readily identifiable

 Ensure that documents of external origin determined by the

organization to be necessary for the planning and operation of the
quality management system are
identified and their distribution controlled

 Prevent the unintended use of obsolete documents, and to apply

suitable identification to them if they are retained for any purpose

 Ensure that documents are securely filed and maintained are easily
retrievable and can be readily compiled into the handover package and
archives at the end of the project.

Document Control and ISO 9001

Any organizations wanting to achieve compliance to the ISO
9001:2008 standard are required to produce certain documents, including a
quality manual, a quality policy, and specified documented procedures.
Of course, most project organizations will choose to document much more
information than that required by the standard.

Controlling documents is a key requirement of ISO 9001:2008 (Control

of Documents’ (4.2.3)), and one of the required six documented
procedures is the Document Control Procedure (4.2.3).
So any ISO certified construction organization must adhere with the key
requirement of ISO 9001:2008.
Presented here is a sample of structured procedure for reference in the
construction project.

Structured Document Control

Procedure in Construction Project
1. Scope
2. Purpose
3. References
4. Definitions
5. Responsibility
6. Procedure
7. List of Appendices
1.0 SCOPE
1.1 This document defines the system established for the control of the
documentation at the (Name of Contractor) Construction worksite and to
instruct Document Control Centre and the Department / Section Heads on
the actions to be taken upon receipt of  Construction documents and their
revisions.
1.2 All Project Documents requiring controlled distribution shall be as listed
in the Document Distribution Matrix.
1.3 As part of (Name of Contractor here) Quality Management System, this
procedure addresses the Quality System Requirements of ISO 9001:2008.
2.0 PURPOSE
2.1 To ensure that approved, valid and up to date copies of all necessary
documents are distributed to project staff concerned.
2.2 To ensure that changes and the current revision status of documents are
identified and that the relevant versions of appropriate documents are
available at points of use.
2.3 To ensure that documents are securely filed and maintained are easily
retrievable and can be readily compiled into the handover package and
archives at the end of the project.
2.4 To prevent the unintended use of superseded documents.
3.0 REFERENCES
3.1 PQP – xxx-xxx-xxx-xxx: Project Quality Plan
3.2 – Master Development Document Numbering Procedure: (ref: xxx-xxx-
xxx)
3.3 DCC Software Manual: ACONEX
3.4 ISO 9001:2008: Quality Management Systems-
3.5 – Master Project Aconex Project Instruction: Requirements (ref.: xxx-
xxx-xxx)
4.0 DEFINITIONS
4.1 COMPANY: xxxxxxxxx
PROJECT MANAGER: xxxxxxxx
4.3 CONSULTANT: xxxxxxxxxx
4.4 CONTRACTOR: (Name of Contractor)
4.5 PQP: Project Quality Plan
4.6 DCC: Document Control Centre
4.7 Document: As used in this procedure, the word document means any
instruction in paper or electronic form, issued by (Name of Contractor) or
their Subcontractors/ Subconsultants containing requirements or
Specifications or Procedures or reports concerning the execution or
performance of the Project works. All documents covered by this procedure
are controlled by (Name of Contractor) DCC. All documents shall be stored
in Hard Copies and also in Electronic Media (ACONEX).
5. RESPONSIBILITIES
5.1 Document Control Manager
Reports to the Deputy Project Director and he is directly responsible for the
following:
5.1.1 Maintaining and updating this procedure.
5.1.2 Allocation of Document, Document Numbering and provide
Document Templates to other departments for preparing Construction
Procedures, Method Statements etc. and also for Subcontractors / Sub
Consultants through the concerned departments.
5.1.3 Receipt, control, storage and issue of project documentation as
Controlled Copies as per the Document Distribution Matrix and also storing
all the documents as Hard Copies, Soft Copies and also feeding to the DCC
system-ACONEX.
5.1.4 Preparation of Document Distribution Matrix in conjunction with
Project Management Team.
5.1.5 Responsible for maintaining all live Project Documents and also
obsolete Documents for records.
5.1.6 Supervising the establishment and maintenance of project central filing
system.
5.1.7 Establishment and control of the project reference library.
5.1.8 Supervision and control of DCC printing facilities.
6.1 PROCEDURE
6.2 Receipt and Registration
6.2.1. The Project Director shall decide and state in writing who receives all
incoming documents pertaining to (Name of Contractor) Project.
6.2.2. The receiver of incoming documents – if not DCC – shall
immediately hand them over to DCC.
6.2.3. To the extent possible, DCC shall insist that documents from outside
companies be sent under transmittal note. This requirement shall be imposed
on suppliers.
6.2.4. Receipt of transmittal will be acknowledged by DCC.
6.2.5. The contents of the package received will be checked against the
transmittal list, and any discrepancies noted shall be reported with the
Transmittal acknowledgment.
6.2.6. All Incoming transmittals shall be filed and easy to retrieve if required
for future reference.
6.2.7. Upon receipt of documents from outside or from within (Name of
Contractor), DCC shall:
• Stamp transmittal with received Stamp.
• Stamp the document ‘MASTER’ in blue and enter the date.
• Enter all necessary data into the database register.
• If the received document is a revised one, the previous document shall be
stamped ‘SUPERSEDED’ in red and the latest document/ drawing becomes
a live document. Necessary updating shall be done in the Document
Register.
• Make copies according to the Document Distribution Matrix.
• Stamp the copies ‘CONTROLLED COPY’ in red.
• Prepare distribution under an internal DCC transmittal.
6.2.8. A database register shall be set up and maintained by DCC. The
following information shall be recorded for incoming documents, both from
outside and from within (Name of Contractor) :
• Document number
• Document title
• Revision number
• Identification of sender
• Date received
• Status of document (i.e. whether for information, for review, IFC etc.)
6.2.9. The Document Register shall be maintained and distributed on a
weekly basis to Project Team.
6.3 Document Distribution Matrix
6.3.1 The issue of controlled copies is controlled by DCC as per Document
Distribution Matrix prepared by DCC. The Document Distribution Matrix
group shows categories of documents along one axis and lists department
managers, outsiders and other addressees down the other axis.
6.3.2 Document Control Manager shall distribute the first draft of the
Document Distribution Matrix to all Project Key Personnel for their
comments and after getting the comments DCC shall prepare the final
version of the Document Distribution Matrix and follow the same Matrix
throughout the Project period. If any further addition or deletion of names or
Document list, same shall be incorporated by DCC after getting such
comments from the concerned personnel.
6.3.3 Revision status of the distribution matrix shall be controlled by a
revision number and date.
6.3.4 If the distribution matrix is revised and addresses are deleted,
Document Control Manager shall instruct the addressee or concerned
manager to destroy or withdraw documents that have been sent up to that
point to avoid their continuing in circulation after new revisions have been
issued.
6.3.5 All controlled copies shall be numbered and the number allocated to
each addressee shall be marked on the Document Distribution Matrix.6.3.6
Only distribution of controlled documents shall be applied where all copies
are directly distributed by DCC to all addresses.
6.3.7 The type of primary distribution shall be used where all copies are
directly distributed to all addresses. At the (Name of Contractor), each
department may establish their own sub-distribution matrix within their own
department. Each departmental head should have control of such documents
and such department shall be responsible and shall be audited to ensure that
only Controlled Documents are distributed among their staff.
6.3 Issue and Distribution
6.3.1 There are two categories of document issue:
a) Documents generated within (Name of Contractor) and circulated for
internal review. Normally this is undertaken by the originator using an
interdisciplinary check (IDC) system and is not a DCC function.
b) Only approved documents/drawings shall be issued unless Document
Control Manager has instructions to do so from Management
6.3.2 Subsequent revisions of all controlled distribution documents shall be
sent to the same addresses as the previous revision.
6.3.3 All documents shall be issued under a DCC internal transmittal and
receipt acknowledgment by the project team.
6.3.4 Upon receipt of controlled copies of documents the recipient will:
a) Check that the transmittal is complete and correct as listed on the
transmittal and refer all anomalies back to the DCC.
b) Return transmittal signed.
c) Destroy previous revision.
6.3.5 DCC shall report to Deputy Project Director for appropriate corrective
action in case of recipient consistently or willfully failing to return the
signed transmittal.
6.3.6 All requests for additional copies of controlled distribution documents
must be made in writing to DCC. Requests should be limited to exceptional
circumstances because of the difficulty of tracing and keeping up-to-date
copies that are additional to the distribution matrix.
6.3.7 Any print showing ‘CONTROLLED COPY’ in black is to be assumed
as uncontrolled and not valid.
6.4 Filing
6.4.1 Document Control Manager shall define and document a filing system
to enable rapid accessing of all documents under his responsibility. The
filing system shall be based on the document categories listed in the
Document Distribution Matrix.
6.4.2 Master documents shall be kept in the DCC office, shall only be
copied by DCC personnel and shall not be removed from DCC.
6.4.3 Superseded copies of all documents will be stamped ‘SUPERSEDED’
in red.
6.4.4 One copy of each superseded revision of each document will be
retained in the DCC offices.
6.4.5 All cupboards, drawers files, stick files, box files etc., will be clearly
marked to show their contents.
6.4.6 Access to files shall be strictly controlled by DCC. The loan of master
documents to project staff is prohibited.The loan of any other document
shall be limited to a strict minimum and controlled by a sign-out register.
6.5 Maintenance of Copying and Reproducing Equipment
6.5.1 IT Department shall be responsible for the good operation of all
equipment in DCC and for ensuring that maintenance schedules are drawn
up and implemented for each item of equipment.
6.6 As-Built Drawings
6.6.1 Draft red-lined “As-built” drawings shall be prepared by (Name of
Contractor) Engineering as applicable. The completion, as well as revision
status of such drawings, shall be controlled by (Name of Contractor)
Engineering. Handover of the red-lined “as-built” drawings to
Consultant/Client shall be done via DCC per contractual arrangements.
6.7 Storage and Security
6.7.1 DCC shall be under surveillance at all times during the normal
working day and kept locked outside working hours.
6.7.2 Unauthorized entry by non-DCC personnel into the DCC office area is
prohibited. A stable door or similar shall be provided to give messengers
and other project staff access to documents without having to go into the
office area.
6.7.3 Filing cabinets and drawing sticks shall be lockable. Steel Cabinets
shall be used to store documents and drawings.
6.7.4 The DCC office shall be generously equipped with fire extinguishers
and fire alarm system. Staff shall attend the required safety training provided
by HSE Department.
6.8 Control of Computerized Data
6.8.1 Document Management System is ACONEX. The system shall also
provide up to date approval status/tracking of documents, revision control
and controlled issue to all parties involved.
6.9 Handover
6.9.1 Contract documents shall be reviewed during mobilization stage to
identify Consultant/Client Document handover requirements.
6.9.2 DCC shall be responsible for storing the documents/drawings during
the life of the project including collating and handing over the
documents/drawings as defined.
6.10 Archiving
6.10.1 Before project completion, Project Management shall contact the
(Name of Contractor) Project Managing Office to ascertain which
documents are to be archived in each center and in what form – e.g.
microfilm. Project Management shall also establish where the Managing
Office wishes the consignments to be sent.
6.10.2 DCC shall arrange for all necessary copying.
6.10.3 Documents shall be packed in robust and secure boxes clearly
marked with the contract number and contents.
6.10.4 Each box will be individually numbered consecutively and an index
compiled by the DCC.
7. List of Appendices
Appendix – A: Document Numbering Procedure
Appendix – B: Aconex Project Instruction
Appendix – C: Sample for Stamps
Appendix – D: Flow Chart
Appendix – E: Document Distribution Matrix
Appendix – F: Letter Template
Appendix – G: Shop Drawing Template
Appendix – H: Transmittal Template
Appendix – I: Document Request Form
Appendix – A: Document Numbering Procedure (Ref.: xxx-xxxx-xxxx-
xxx)
CONTENTS
1. Purpose and Scope
2. Project Documents & Drawings
2.1 Program
2.2 CP (Contract Package) Identifier (ID)
2.3 Organization Code
2.4 Document Type Code
2.5 Discipline Code
2.6 Sequential Number ID
2.7 Drawing Sheet Number ID (If Required)
3. Sequential Number Revision Numbering
1. PURPOSE AND SCOPE
This procedure specifies the document and drawing numbering system to be
used for all deliverables (Drawings & Documents) produced as part of the
xxxxxx Company Master Development Project. Different numbering
systems are used for documents and drawings. Items of correspondence and
project-specific documents are not covered by this procedure.
2. PROJECT DOCUMENTS & DRAWINGS
Documents typically include reports, drawings, specifications and
procedures and also other project deliverables. Please refer to the example of
a typical Project Documentation in the table below:
Document numbering Example:

2.1 Project Program

Example: PRO-CP00-LUS-PRC-PM-00001
2.2 CP (Contract Package) Identifier (ID)
The CP (Contract Package) identifies the actual packages on the current
Master Plan, please see list below for identification of relevant package
number.
Example: LUS-CP00-LUS-PRC-PM-00001
2.3 Organization Code
The Organization Code Identifies the actual Organizations working on a
package that will actually produce documents/drawings, please see list
below for identification of relevant Organization Codes.
Example: PRO-CP00-BIV-PRC-PM-00001
2.4 Document Type Code
The Document Type Code Identifies the actual document/drawing type that
will be produced by Organization’s, please see list below for identification
of relevant Document Type Codes.
Example: PRO-CP00-LUS-ABD-PM-00001
ABD As Built Drawing
AUR Audit Report
AUA Authority Approvals
BOQ Bill of Quantities
BDG Budget
BTF Budget Transfer Form
BIM Building Information Model
CAL Calculation
CER Certificate
CHR Change Request
CKL Check List
CLM Claim
CLR Clarification
CP Company Profile
COU Confidentiality Undertaking
COT Contingency Transfer
CON Contract
COM Contract Modification
CAR Corrective Action Request
DRP Daily Report
DAS Data Sheet
DWG Drawing
EIN Engineer’s Instruction
EST Estimate
EOI Expression of Interest
EOT Extension of Time
FOA Form of Agreement
GCC General Conditions of Contract
GTA GTC Approval
GTS GTC Submission
ITP Inspection & Test Plan
ITR Inspection & Test Report
INR Inspection Request
INS Insurance
INV Invoice
LET Letter
LOA Letter of Acceptance & Notice to Proceed
LST List
MNL Manual
MAT Material Submittal
MST Method Statement
MOM Minutes of Meeting
NCR Non-Conformance Reports
OMM Operation & Maintenance Manual
PAY Payment
PRM Permits
PLN Plan
PRS Prequalification Submittal
PRE Presentation
PRC Procedure
PRG Programme
PRO Proposal
PUR Purchase order
PRQ Purchase requisition
REG Register
REP Report
RFI Request for Information
RFP Request for Proposal
RSK Risk Assessment
ROM Rough order of Magnitude
SOS Scope of Services
SDW Shop Drawing
SPE Specification
SSH Splicing Sheet
STD Standard
SUR Survey
TMP Template
TED Tender Document
TEV Tender Evaluation
VAR Variation
VOR Variation Order Request
WNG Warranty & Guarantees
2.5 Discipline Code
The Discipline Code identifies the actual document/drawing type against a
Discipline that will be produced by Organization’s, please see list below for
identification of relevant Discipline Codes.
Example: PRO-xxxx-CV-xxxx-xxxxx
AD Administration
AR Architectural
CV Civil
CA Contract Administration
EL Electrical
FM Facility Management
FC Cost / Finance / Commercial
FF Fire Fighting
GG Geotechnical & Geophysical
HSE Health / Safety / Environment
ITS Intelligent Transport System
LN Landscaping
LG Legal
LO Logistics
MC Mechanical
PL Planning
PC Procurement
PM Project Management
QL Quality
ST Structural
TL Telecommunication
UT Utilities
2.6 Sequential Number ID
Each Document / Drawing number will have a sequential number, each
document series will begin at 00001.
Example: PRO-BIV-LUS-CV-PM-00001

2.7 Drawing Sheet Number ID (If Required)

Each Drawing number will have a sequential number (if required); each
series will begin at 001.
Example: PRO-CP00-LUS-PRC-PM-00001-001

3. SEQUENTIAL NUMBER REVISION NUMBERING

Project team members uploading or superseding documents are to update
the revision in accordance with the convention described for each status
lifecycle. The document revision practices adopted on this project are
detailed in the following table.
Revision
When Used Description
Convention

All Documents

Used to indicate a placeholder document (i.e. a

Dash All Stages document that has not yet been uploaded but has
been uploaded with its details).

Drawings

First revision is “0” and then increments

Numeric All Stages
sequentially

Other Documents

Used for documents other than drawings (e.g.

Numeric All Stages Meeting Minutes) where a date format may be
required (e.g. “Mar09” or “dd/mm/yy”).
Appendix – B: Aconex Project Instruction  
Appendix – C: Sample for Stamps (goes here)
Appendix – D: Flow Chart (goes here)
Appendix – E: Document Distribution Matrix (goes here)
Appendix – F: Letter Template (goes here)
Appendix – G: Shop Drawing Template (goes here)
Appendix – H: Transmittal Template (goes here)
Appendix – I: Document Request Form (goes here)