Document Controller

The primary role of a document controller is to manage all drawings on a project within a master drawing register and to ensure that any new revisions of drawings are transmitted to the relevant recipients as soon as they are submitted.

QDMS and TeamBinder are recommended tools for a document controller to maintain an electronic register of all drawings, as well as recording all revisions and transmittals distributed to architects, builders, sub-contractors and contractors.

QDMS or TeamBinder document control software improves the process of managing all controlled documents.

A document controllers tasks include:

• Registering of internal and external documents.
• Maintain document control registers / documents for incoming and outgoing project documents.
• Ensure that the latest revision and approval status of drawings is kept updated continuously.
• Maintain stick files in an orderly manner.
• Production of status reports for weekly / monthly meetings
• Ensure all hard and electronic copy distribution of controlled documents to focal point.
• Maintain documents for transmittal process for project documents.
• Expedite and maintain acknowledgements to transmittals
• Expedite responses to transmittals sent for review/comment.
• Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel.
• Follow procedures and update document control procedures when necessary
• Manage the electronic and hard copy filing of project related technical documentation.
• Scanning, creation of CD’s and file manipulation.
• Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
• Filing and archiving of documentation to facilitate easy retrieval at a later date.
• Auditing
• Sending of Drawing Transmittals and Submittals.
• Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted.
• Manage the document/drawing review process, Internal and External.
• Archiving data for historical purposes.

Efficient document control is a fundamental aspect in ISO Certification for Quality Assurance purposes.

The QDMS Drawing Control Software System is a simple and effective solution to manage the vast amount of drawings associated with a project.

The TeamBinder Drawing Control Software System is a web-based drawing solution for larger projects, having the added benefit of being accessible via the internet, thus giving the user unlimited access from anywhere.