Lead and manage the document control processes for a Project Management team on a major, high-profile project.
Establish, implement and maintain, document control processes and procedures for the project.
Establish the project document management system as an accessible project library of technical documents, standards, baseline documents, industry codes and standards, studies, and other general information pertaining to the construction project.
Review Client and project procedures and ensure the document control processes are aligned with the same.
Develop procedures that ensure the Contractor and all other Consultants use the document control system when sending and receiving any correspondence related to the Project.
Develop procedures that identify who on the Consultant team has the authority and accountability for approving baseline documentation.
The established document management system must -
Provide convenient access to correspondence and records, making certain the records are secure and the appropriate level of confidentiality is maintained. The system should be set up to comply with the Employer?s administrative, legal, and historical record requirements and provide an audit trail and documentation of construction project activities.
Ensure that incoming and outgoing correspondence and documents are transmitted through the Document Controller, who can use records database software to computer index the records. Working copies of records shall be able to be readily retrieved by the Document Controller for use by Consultant staff.
Ensure that design and baseline documentation, including contract drawings, specifications, budget, and schedule are maintained and revised throughout the design, bid, procurement, construction, and closeout phases of the project with the required standard of security, integrity, quality, and currency. The document management systems shall also track actions to ensure that changes to the baseline documents are evaluated and approved and that the integrity of the baseline documentation is maintained as changes are executed.
.Maintaining
Periodic audit, review, and evaluation of the appropriateness of the document control procedures and their implementation.
Ensure document management processes are executed according to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording, and archiving).
Manage all flows of documents either in electronic form or on paper support
Maintain and manage electronic and hard copy documents as required
Process incoming documentation (registration, internal distribution, archiving)
Process outgoing documentation (transmit to Client and Suppliers/3rd parties)
Makes sure that controlled copies of the latest approved documents and drawings are distributed internally and externally as required
Ensure control and coordination of project documentation and data
Ensure all drawings/documentation are correctly identified, distributed, and filed/stored
General document control activities such as photocopying, scanning, analysis of suppliers documents compliance with Project standards regarding numbering and all other aspects related to document quality
Assistance in the preparation collation and issue of reports and registers as may be required
Produce internal and external reports
Fulfill Document Retrieval Requests
Organize and Archive Documents
File documents in physical and digital records
Communicate and liaise with Project Teams, Suppliers/3rd parties to agree with standards, systems, efficient flow of documentation, handover, and close-out of Project activity to ensure consistency in document control
