Document Control Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Project Engineers, Admin

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Purpose

Establish procedures for managing project documents to ensure the right information is available to the right people at the right time.

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Document Control Principles

1. One Version of Truth - Single source for current documents
2. Controlled Distribution - Track who has what
3. Revision Management - Clear superseded documents
4. Easy Access - Findable and retrievable
5. Secure Storage - Protected and backed up

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Document Categories

Category	Examples	Retention
Contract	Contract, exhibits, amendments	Permanent
Design	Drawings, specifications	Permanent
Submittals	Shop drawings, data	Project + 6 years
Correspondence	Letters, emails	Project + 6 years
Administrative	RFIs, meeting minutes	Project + 6 years
Financial	Pay apps, change orders	7 years
Daily Reports	Field reports	Project + 6 years
Photos	Progress, issues	Permanent

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Folder Structure

/[ProjectNumber]_[ProjectName]/
│
├── 01_Contract/
│   ├── 01_Original_Contract/
│   ├── 02_Amendments/
│   └── 03_Insurance_Bonds/
│
├── 02_Drawings/
│   ├── 01_Bid_Set/
│   ├── 02_Contract_Set/
│   ├── 03_ASIs/
│   ├── 04_Bulletins/
│   └── 05_As-Builts/
│
├── 03_Specifications/
│
├── 04_Submittals/
│   ├── [By_Spec_Section]/
│   └── Submittal_Log.xlsx
│
├── 05_RFIs/
│   └── RFI_Log.xlsx
│
├── 06_Change_Orders/
│   ├── PCOs/
│   └── Approved_COs/
│
├── 07_Meeting_Minutes/
│   ├── OAC_Meetings/
│   └── Coordination/
│
├── 08_Correspondence/
│   ├── Owner/
│   ├── Architect/
│   └── Subcontractors/
│
├── 09_Daily_Reports/
│
├── 10_Photos/
│   └── [By_Month]/
│
├── 11_Financial/
│   ├── Budget/
│   ├── Pay_Apps/
│   └── Cost_Reports/
│
├── 12_Safety/
│
└── 13_Closeout/

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Drawing Management

Drawing Sets:

Set	Description	Status
Bid Set	For bidding	Superseded
Contract Set	Issued for construction	Current (unless updated)
ASI Drawings	Architect's changes	Additive
Bulletin Drawings	Owner changes	Additive
As-Built Set	Final record	Final

Drawing Log:

Dwg #	Title	Rev	Date	Issued By
A-101	Floor Plan L1	0	1/1/26	ABC Arch
A-101	Floor Plan L1	1	2/1/26	ABC Arch

Distribution:

• Field set (current, marked)
• Office set (current)
• Archive (all revisions)

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Revision Control

Superseded Documents:

• Stamp "SUPERSEDED"
• Remove from active use
• Archive (don't destroy)
• Distribute current version

Revision Tracking:

• Log all revisions
• Date received
• Changes noted
• Distribution tracked

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File Naming Convention

Standard Format:

[ProjectNum]_[Category]_[Description]_[Date]_[Rev]

Examples:

• PRJ001_RFI_023_FoundationSize_20260201.pdf
• PRJ001_SUB_09510_ACT_CeilingTiles_Rev2.pdf
• PRJ001_MTG_OAC_20260215_Minutes.pdf

Rules:

• No spaces (use underscores)
• Date format: YYYYMMDD
• Revision noted: Rev1, Rev2
• Clear, descriptive names

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Document Distribution

Transmittal Required For:

• Drawings
• Specifications
• Submittals
• Contracts
• Major correspondence

Transmittal Log:

Trans #	Date	To	Description	# Copies
T-001	1/15	ABC Elec	IFC Drawings	2 sets

Distribution Methods:

• Email (most common)
• Project management system
• Hard copy (signed receipt)
• FTP/cloud share

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Email Management

Email Rules:

• Use clear subject lines
• Include project number
• Save project-related emails
• File in correspondence folder

Archiving:

• Archive monthly (minimum)
• Export important chains
• Save with attachments

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Backup Requirements

Backup Frequency:

• Cloud sync: Continuous
• Server backup: Daily
• External backup: Weekly

Backup Locations:

• Cloud storage (primary)
• Server (secondary)
• External drive (disaster recovery)

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Related Documents

• File Naming Standards
• Email Guidelines
• Records Retention Schedule

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