Projects of all sizes face an overwhelming amount of construction documentation. Forms. Contracts. Reports. Plans. Permits. The list goes on and on.
Without good digital systems in place, managing all those documents can get overwhelming and chaotic. So much so that 35% of all construction professionals' time is spent on non-optimal activities like searching for information—which represents around $175 billion in labor expenses annually.
That's why adopting tools like construction document management software is more important than ever. These solutions streamline document control and help you stay on top of all your paperwork.
Table of contents:
Construction document management software refers to digital tools or platforms that organize, store, and manage construction documents. From plans and permits to contracts and reports, construction document management software provides a centralized location for all documentation so teams can retrieve information quickly.
There are different types of construction document management software in the market, but they typically have some general features and capabilities. These include:
Document management software serves as a common data environment (CDE)where you can store, manage, and share documents throughout the entire project lifecycle. With all files in one accessible location, teams can stay aligned, ensuring the project progresses smoothly and on schedule.
This is a capability that all cloud-based document management tools offer. Rather than having project docs scattered across personal drives, email inboxes, and filing cabinets, your files are consolidated in a single, accessible platform.
Construction documents go through several changes, from initial drafts to final approvals. While it's important to have the latest version at all times, you may also need to track the different versions and iterations a document has gone through.
Construction document software makes this easy by automatically managing revisions, storing past versions, and recording user interactions so teams can access a complete document history.
Role-based permissions are especially valuable in construction, where multiple stakeholders—i.e., GCs, subcontractors, owners, and managers—collaborate across different project phases. You want to empower people by giving them the right information without compromising confidentiality and data security.
Construction document management software enables this through role-based access and permissions so team members only see the information relevant to their roles. This feature helps maintain document security and reduces the risk of unauthorized edits.
A robust document management system integrates seamlessly with other construction tools, like project management software and BIM platforms, to streamline workflows and maintain data accuracy.
By syncing these systems, you reduce data entry and duplicate work so that the project can progress faster.
In construction, much of the work happens on-site, so it's essential for document management software to offer mobile access. Mobile-friendly solutions allow field teams to retrieve, view, and edit documents directly from their devices. So, whether they're reviewing plans, checking construction safety documents, or submitting reports, they constantly have the info they need. What's more, mobile access keeps teams connected and informed in real-time, which prevents delays and ensures teams can act sooner rather than later.
Construction document management software makes the jobs of construction teams a whole lot easier. Consider the following.
Construction document management software keeps all stakeholders in sync. There's seamless communication among team members, subcontractors, and clients, and everyone stays in the loop.
Plus, thanks to centralized document access, teams always have the latest information, leaving little room for errors and miscommunication.
Say goodbye to scattered files and misplaced documents. Document management software enables efficient storage and sorting of project files so you can retrieve what you need quickly. This structured organization reduces clutter and streamlines workflows, keeping your team focused on the project instead of hunting for files.
By providing automated version control, construction document management software ensures everyone works off the most current documents, preventing the costly mistakes that come from using outdated files. With clear version tracking, teams can stay aligned on project updates and reduce rework.
Quick access to critical documents is a game-changer in construction. Document management software allows teams to find and retrieve files quickly, which can save hours (and stress) from having to search through emails, drives, or paper files. With these time savings, teams are free to focus on core project tasks and deliver better outcomes.
A successful project isn't just about meeting milestones and sticking to your construction budget; it's also about ensuring all your data and processes are secure and compliant. With the right software, safeguarding sensitive information is streamlined. With features like role-based access, encryption, and compliance tracking, you can see that everything you do meets industry standards and regulatory requirements.
Still on the topic of compliance—audit trails provide a transparent record of changes, approvals, and document interactions to boost accountability across the project. Document management software creates a clear history, making it easy to trace decisions and demonstrate compliance during project audits or reviews.
Now that we've discussed the fundamentals of construction document management software let's look at how these solutions work.
The first step to streamlining document management? Get all your paperwork into the system. With the right software, team members can easily upload blueprints, permits, contracts, and reports directly into a central platform. That way, files are organized and accessible.
Once the documents are uploaded, administrators should set the proper permissions and ensure the team gets access only to the documents they need. Construction project managers, engineers, and subcontractors can be granted different levels of access, ensuring that sensitive information stays secure while everyone has the tools to perform their role effectively.
Construction document management software streamlines collaboration by simplifying approval and feedback loops. Team members can edit, add comments, and track changes in real-time, so everyone's input is captured in one place. Some solutions can also send notifications to alert stakeholders when they need to view documents or take action so projects stay on track.
Immediate access to documents is a must when you're on the jobsite. Mobile capabilities allow field members to retrieve, view, and update documents on their devices so they're aligned with office teams. Whether checking plans, logging updates, or capturing photos, mobile access enables quick decision-making and helps keep the project moving forward smoothly.
When implemented properly, document management software can reduce or eliminate common headaches from managing files and paperwork. Here are some challenges you can sidestep with the right software.
Construction projects involve multiple teams, documents, and locations, which can lead to miscommunication and lost files. Document management software centralizes all files in one secure platform, so no information slips through the cracks.
Paper-based systems or scattered files make document-hunting tedious and slow teams down. Document management software solves this issue by centralizing construction file management and making data available in the cloud. That way, people have easy access to the most recent documents, whether they're on-site or in the office.
Using outdated versions of plans or reports can lead to rework and errors. Document management software eliminates this risk by maintaining strict version control, automatically tracking revisions, and ensuring teams are always using the latest files.
Audits can be time consuming even in ideal circumstances. Fortunately, document management software simplifies audits and compliance by securely storing all necessary documentation and tracking changes. You have a clear history of document interactions, making it a breeze to demonstrate compliance and fulfill audit requirements.
Digitizing construction document management benefits multiple teams and helps everyone do their jobs better. Think about the following.
Construction project managers gain better oversight with document management software, which offers real-time visibility into project documents. With access to updated files, managers can be more efficient when monitoring tasks and tracking approvals.
Jobsites can be hectic, and it's all too easy for files to get lost in the shuffle. Fortunately for field teams, digital tools keep everything organized. With construction document management software, they can pull up the latest plans, permits, or safety documents directly from their devices, reducing back-and-forth trips and ensuring they're working with accurate information at every turn.
Subcontractors benefit from a single, organized platform where they can access relevant documents and stay updated on project changes. The software makes life easier by providing centralized document handling and collaboration tools. Equipped with the right solution, subs effectively meet project expectations and deadlines.
Owners enjoy greater project transparency, as document management software provides an organized view of all project files and updates. They can easily review plans, approvals, and timelines, helping them stay informed and involved without needing constant updates from the project team.
What should you look for when selecting a solution for construction document management? Let’s break down the most important features to consider when choosing the right software for your needs.
Your construction firm doesn't stay stagnant, and neither should your systems. So, choose document management software that can scale with your business. Set your sights on platforms that can support larger project files and enable you to add users as your needs evolve.
See to it that you don't outgrow your software and that it serves as a long-term asset for your operations.
The best software is easy for everyone to pick up, from seasoned managers to field team members. Look for a tool with an intuitive interface that reduces the learning curve so your team can get up and running quickly.
When software is easy to use, adoption rates go up faster, which means you'll start seeing value right away.
Seamless integration with your current software ecosystem is essential. A document management solution that works with your project management, BIM, or construction accounting software reduces data entry and keeps workflows consistent.
Not to mention, your teams will save time and eliminate frustration from having to switch between platforms.
Cost is always a factor, but it's important to balance price with the value the software brings. Look for a solution that fits your budget while offering a solid return on investment through features that improve efficiency and reduce errors.
With that in mind, evaluate the pricing model—whether it's a subscription or license-based—so you can plan for both immediate and long-term costs.
Choose a software provider that prioritizes reliability and smooth operation with minimal issues. And if the need to contact your vendor arises, you'll want responsive, knowledgeable support to address questions quickly and keep your projects moving forward.
If you made it this far, then you already know the value of digital document management. With that in mind, let's examine some of the top document management software solutions in the market.
Autodesk Docs supports document management needs across all phases of your project. Whether you're viewing and organizing 2D and 3D designs or need to put together turnover documentation, Autodesk Docs has you covered.
The solution also offers intuitive document control capabilities, including structured folders as well as filter and search tools. Autodesk Docs makes collaboration a breeze thanks to built-in sharing, reviews, and markup capabilities. And with robust permission tools, you can promote better team collaboration without compromising file security.
Autodesk Construction Cloud Connect (ACC Connect) allows project stakeholders to build custom workflows between Autodesk Construction Cloud and hundreds of other systems.
For example, ACC Connect allows you to customize and automate the aggregation of data from disparate document sources and brings those documents into Autodesk Construction Cloud. And conversely, it can automatically export project files from Autodesk Construction Cloud into cloud storage solutions for archival and backup purposes, while standardizing the way in which the data is synced, organized, and formatted.
Here are several integrations that can enhance data storage in your organization.
SharePoint allows teams using Microsoft 365 to collaborate in the cloud. SharePoint makes creating, managing, and sharing files, data, news, and resources a breeze.
Egnyte is a hybrid (on-premises & cloud-based) content management solution that facilitates secure management and governance of critical content. Egnyte provides a range of capabilities—including file sharing, collaboration, data controls, privacy settings, and more.
Box is a Cloud Content Management company that empowers enterprises to securely connect their people, information, and applications.
Dropbox is a cloud storage solution equipped with features to help you save time, improve your productivity, and collaborate with others.
360 Sync is an excellent tool for teams using multiple systems on their projects. It streamlines file and document management by enabling synchronization of project files to and from Autodesk Construction Cloud and various other applications, such as SharePoint, Box, Egnyte, and DropBox.
Just set up your documents' sources and destinations, then schedule when you want your files to sync. 360Sync works in the background and makes file management automatic. That way, you don't have to spend hours manually transferring docs and dealing with duplicated or outdated info.
As a cloud-based backup and migration service, Cloudsfer supports over 30 storage providers including Autodesk Construction Cloud. It's designed to migrate your On Premise, SharePoint, Server, or ECM data and cloud data (Google Drive, Dropbox, Egnyte, and more) into Autodesk Cloud quickly and easily. Additionally, it backs up your Autodesk Construction Cloud data to your preferred cloud system or file system. The integration provides project archiving and backup, SSL encryption, high-speed upload bandwidth, and complete scalability and flexibility to meet your needs.
If you and your team use Outlook, check out eFiler—an email filing solution that uses predictive filing capabilities to automate how you organize and manage project-related emails.
The solution files messages together with other client and project documents, making it simple to organize information. eFiler also has an indexed email search feature, which cuts down the time it takes to find specific messages and attachments.
To get the most out of eFiler, integrate it with the software you use to manage your construction projects. Doing so will enable the app to file project emails to your system, so you can spend less time searching your inbox and devote more energy towards high-value activities.
Developed for Autodesk Construction Cloud administrators that manage multiple projects simultaneously, Naviate Cloud Manager accelerates bulk project setup, simplifies member management and automates data management tasks. This holistic software allows administrators to manage multiple projects simultaneously and enables project data synchronization between intranet servers and the cloud environment.
When you're collaborating with various teams and companies across multiple solutions, ProjectReady helps everyone stay on the same page. The solution offers an Integrated Data Environment (IDE) to enable cross-platform collaboration—without the headaches.
ProjectReady makes data accessible across different platforms and automates data synchronization, project management, and workflows. It integrates with leading construction software including, Box, SharePoint, Microsoft Teams, and Outlook, helping all stakeholders stay connected no matter what programs they're using.
SyncEzy empowers businesses to enhance growth and efficiency with tailored industry-specific solutions. This new Autodesk Construction Cloud integration enables users to sync documents, photos, and folder structures between Autodesk Construction Cloud and SharePoint, OneDrive, MS Teams, or local Windows Explorer folders.
Just because projects involve a lot of documentation, doesn't mean you have to bury yourself under a mountain of digital paperwork. By adopting robust solutions, you can stay organized, find the info you need faster, and ultimately make faster progress with your projects.
Embracing document management technology allows you to streamline workflows, enhance collaboration, and ensure that your team always has access to the latest information. With the right tools, you can focus on building, not filing.
Ready to get better construction document control? Learn more about Autodesk Docs.
