Facilities Document Management

1. WHITE PAPER
Construction Document Management
2017, Cholakis, P. (Four BT) Moscardi, L. (Lemsys)
Construction, design, and facilities management teams are under
pressure from a flattening economic and digital world to more rapidly
organize data and leverage mobile tools to enable access to, and the
management of, actionable information… anytime and anywhere.
Streamlining, simplifying , standardizing, and automating Construction Document Management
processes is an essential step towards improving productivity, quality, and overall value for all
stakeholders. The process creates a competitive advantage for innovative construction
companies.
A Construction Document Management System must allow the visualization of the most
common files used in the construction industry such as detailed line item construction cost
estimates, required forms, drawings and BIM models.

2. WHITE PAPER
In general, time spent looking for the right information accounts for approximately 13% of an
employee’s time each and every week. This means that up to $10,000, or more, is be wasted
annually, per employee, just on looking for the right information. This does NOT include the cost
of not finding the correct information.
In the construction industry companies the situation if far worse. It’s not usual for project
managers to spend 30% of their time searching for the information needed to carry out their
activities within e-mail, paper documents/paper binders, and digital files that are not shared or
centrally located.
In addition, by 2020 digital information will be increased by 30 times. Survival for many AECOO
(Architecture-Engineering-
Construction-Owner-Operation) will
require the adoption of information
management tools expressly designed
for LEAN collaborative processes
and/or workflows.
Appropriate, current, and actionable digital document must be available to participants and
stakeholders.
Construction Document Management and LEAN Construction Delivery are key focal areas to be
addressed by AECOO organizations. Real transformation is required, thus a successful change
management programs must be supports by everyone. Only those that are successful this
effort will achieve increased business productivity and efficiency, while reducing operating
costs.
Operating separately, isolated from the value chain, is rapidly becoming unsustainable.
Where to start?
Here are a few essential points to consider when planning a collaborative documents and LEAN
construction delivery strategy.
• Cloud Access
• Efficient and varied search tools
• Document versions and revision management
• User access permissions and privileges management
• Viewers for common files used
• Collaboration among team members
• Management and tracking of requests for changes/issues found in documents
• Common industry standard terms and definitions – Common Data Environment, CDE
TIMELY ACCESS TO CRITICAL INFORMATION
SEPARATES THE WINNERS FROM THE LOSERS IN
TODAY’S INFORMATION ECONOMY. – IDC WHITE PAPER

3. WHITE PAPER
• Standardized data architecture (CSI MasterFormat, Uniformat, Omniclass) - – Common
Data Environment, CDE
• Integration of LEAN Construction Delivery Methods and Workflows (Integrated Project
Delivery, IPD, Job Order Contracting, JOC)
• Consideration of Life-cycle Management of the Built Environment and Asset Total Cost of
Ownership
The 4BT-CE Cloud Estimating & Building in Cloud Solution is an example of a framework expressly
designed to meet the needs of the AECOO community to share and manage information of a
building as well as ensuring greater efficiency in team activities. Current, actionable, and
commonly formatted information is available to all team members (internal and external)
anywhere, anytime and from any device (PC, Tablet or Smartphone).
A free trial is available, and costs are as low as $26.90/month per unlimited number of concurrent
users.