Electronic document management in construction

Every minute and document counts in construction. Maintaining a construction site involves dealing with stacks of plans and reports. In this article, discover how Alobees can simplify your daily life with efficient and secure document management.

Definition of GED

Electronic document management (EDM) refers to a set of IT technologies and practices intended to organize and manage documents in digital form. This system is generally based on the use of specific software, accessible via mobile applications for use on smartphones and tablets.

The main objective of GED is to facilitate the conversion of physical documents into digital format And ofoptimize business processes associates. Electronic document management encompasses a variety of functionalities corresponding to the complete lifecycle of a scanned document. For example:

• The creation or capture of the document, for example through scanning,
• Secure storage, indexing for simplified access, and organization of digital documents,
• Data protection, in order to ensure their confidentiality and integrity,
• Advanced search features, consultation, as well as the facilitation of information sharing between users,
• Archiving in accordance with legal conservation standards, to guarantee their availability over the long term.

The GED therefore contributes to the improvement of operational efficiency. It reduces physical storage costs and speeds up the processes of finding and sharing information.

Why is EDM important in construction?

Construction projects face multiple obstacles:

• Deadlines are often tight.
• Budgets are limited.
• Tracking deliveries is complex.
• There are a lot of regulations that have to be respected.

The papers related to a construction site are numerous and it is necessary to share them effectively. Project owner, contractor, architects, companies, companies, subcontractors, control organizations... All actors must have easy access to them.

Good document management facilitates communication. It allows solve problems quickly.

The EDM process in construction

EDM in construction includes several important steps.

Digitization of physical documents

Digitization is the first step towards effective document management. The process not only facilitates conservation but also Access to the documents.

In the context of construction, where plans and reports can be numerous and voluminous, digitization makes it possible in particular to:

• Simplify the consultation of documents,
• Reduce physical storage space,
• Minimize the risk of loss or damage to important parts.

Indexing and classification

Once scanned, documents should be organized in a logical manner. Indexing and classification are necessary to allow structure information so that the search for and access to documents are quick and intuitive.

‍

In the construction sector, where there are many different types of documents (plans, specifications, contracts, inspection reports), good organization optimizes workflows.

Storage and management

Safety and accessibility digitized documents are ensured by their storage in protected databases. Document management systems should make it possible to:

• Control accesses,
• Ensuring the integrity and confidentiality of data,
• Facilitate the management of document versions.

For construction companies, this means that critical information is always up to date and available for authorized persons. This reduces the risks associated with information management.

Dissemination and sharing of documents

The last step, and not the least, is the dissemination and sharing of documents between project stakeholders. EDM offers tools that simplify this process. It ensures that all stakeholders have the necessary information in real time.

In a field like construction where coordination and collaboration are essential, fluid and effective documentary communication contributes directly to the success of projects.

The GED accompanies you throughout your construction site

Electronic document management plays an essential role at each stage of a construction site. Here is an overview of its role in the various sentences:

When drawing up the estimate

EDM allows immediate access to a vast library of documents and previous information. In particular, this allows construction companies touse past transactions to ensure the reliability of future quotes.

Estimates are more accurate when based on historical data, such as material costs or labor hours for similar projects.

During the planning and execution of the construction site

One of the advantages of EDM is its ability to group and distribute plans and documents related to work.

This centralization ensures that all stakeholders, from architects to workers, have access to the same up-to-date information. This prevents misunderstandings and costly mistakes.

In the management of resources and materials

The GED allows you to precisely monitor the use of resources And of manage inventory effectively. It helps to prevent surpluses or shortages of materials. It optimizes costs and deadlines.

The functionalities for monitoring inventory in real time and forecasting future needs help to ensure the continuity of operations on the construction site.

When monitoring progress and changes

Flexibility is also necessary in site supervision. EDM facilitates adapting to changes in the process of work. It allows the rapid updating of documents and the dissemination of new information.

The changes made are available to everyone. This ensures that the operation is progressing according to the most current specifications.

During the delivery of the construction site

At the end of the project, EDM simplifies the compilation and delivery of all documents necessary for the construction site delivery. This includes final reports, user and maintenance manuals, and warranties.

Good document management at this stage allows for a smooth transition to post-construction exploitation. That makes it possible to avoid disputes on site and contributes to customer satisfaction.

In summary, here are the advantages of EDM in the building sector

In the building sector, electronic document management is radically changing information processing. It gives significant advantages during the monitoring of the construction site :

Time saver

Thanks to EDM, the search for and access to documents become instant. The process eliminates the time lost looking for physical documents. This allowsimprove profitability and to the teams of focus on their main tasks.

Securing documents

EDM ensures the protection of documents against loss or unauthorized access. Electronic document management systems put in place security measures to protect sensitive data.

Facilitated communication

The GED facilitates communication between the actors of a project. Sharing documents in real time ensures that everyone has the most up-to-date information. This makes it easier to make decisions and collaborate.

Better organization of documents

With an EDM system, documents are classified in a systematic manner, which makes managing them more intuitive and less prone to errors.

Find the quote associated with a construction site in a few clicks: the organization optimizes work procedures and improves overall efficiency.

Documents available anytime, anywhere

EDM allows access to documents from any location. This is essential for mobile working and teams spread across different sites. This accessibility favors flexibility and responsiveness facing the problems of the construction site.

Alobees offers you, among other things, a solution for your EDM in construction

The Alobees construction site monitoring software offers a document management platform adapted to the specific needs of the construction sector. It integrates all the functionalities necessary for an efficient classification of your documents.

With Alobees, you can:

• Optimize your documentary processes,
• Improve collaboration between your teams,
• Increase the efficiency of your construction projects.

Document sharing on Alobees is designed to simplify and secure the document management of construction projects. Here's how this process works:

• Automatic transfer from the ERP: the documents are automatically transferred from the ERP to Alobees.

The integration ensures that important data is updated continuously without manual intervention. This ensures that the most up-to-date information is online.

• Manual addition of documents: Alobees allows downloading via the web version. Users can transfer files directly from their computers.

This makes it easy to integrate project-specific documents that are not managed in the ERP.

• Access management: Alobees gives the possibility to define a minimum level of access for each folder or document.

This feature ensures that only authorized users can access sensitive information. This reinforces the security and confidentiality of project data.

• Immediate availability: Once added, the documents are accessible to all users who have access rights to the site.

This instant availability ensures that the project team is always in the know and can respond quickly to changes.

• Visualization only : documents shared on Alobees are available for viewing only, without the possibility of direct modification.

This approach ensures data integrity. This allows all changes to be monitored and traced separately.

Alobees thus offers an efficient and secure document sharing solution, adapted to the requirements of construction projects. Do you want to discover it for yourself? Take advantage now of our 14-day free trial offer.