From file chaos to clarity: Keeping construction documentation in check
Managing and sharing documents in construction projects is a constant battle against version chaos. With files scattered across different folders, it’s easy to lose track of who has the latest version, when it was shared, and for what purpose.
The ground reality of folder frustration
At the Oakridge Project*, a UK-based project, project lead Mark* faced a problem that kept coming back: chaotic documentation. Each time an issue arose, he patched it with “band-aid fixes”, which was short for Mark’s team working overtime on manual document coordination.
(*Names changed for confidentiality reasons)
The workaround that didn’t work
But no quick fix could stop the chain reaction already in motion. Fixing errors meant delays, extra costs, and frustrated phone calls. To keep everyone aligned, Mark tried almost everything, including:
- Manually duplicating files across folders
- Sending email updates, every evening
- Tracking versions in spreadsheets
Despite his efforts, subcontractors still worked from inconsistent documents. On-site teams continued to struggle to determine which version was correct.The breaking point came when an outdated electrical plan caused rework across multiple floors. That’s when Mark’s team finally stepped back to address the real issue: lack of control over document versioning, access, and organization.
Manual fixes don’t scale
Mark’s story isn’t unique, and neither is the problem. The industry has long relied on manual intervention.
According to Iron Mountain, businesses spend $20 in labor just to file a document and $120 to track down a misplaced one—and that’s just the cost in wages. In one case, a translation error led to a foundation being poured a few meters off its intended location. The price of that mistake? $10 million in extra labor, materials, and project delays.
And it’s not just one-off errors. The construction industry loses an estimated $177 billion every year due to poor documentation.
Version chaos, meets its match: Document Sets
BIMcollab Twin helps teams organize project documents with Document Sets, a structured, metadata-driven approach that manages construction documentation.
Unlike traditional folders, BIMcollab’s modern DMS stores each document version only once, ensuring everyone works with the right file. Document Sets group related files, track versions and control access. This means everything stays in one structured, easily accessible location.
“The biggest advantage of document sets is their flexibility,” says Roy van der Velden. “You can link them to multiple documents, which makes it much easier to keep an overview of all compiled sets. Teams can quickly find and share the right files- beats wasting time searching through folders”
Document sets can be organized as:
- Latest Version Document Sets: Has the most up-to-date versions.
- Specific Version Document Sets: Fixed snapshots used for permits, approvals, and compliance.
Link Documents to QR codes
To make document retrieval even faster, BIMcollab Twin links Document Sets to QR codes, which can be placed on various installation components in a building, such as distribution boxes, fire dampers, doors or specific rooms.
This means, a quick scan with a mobile device gives authorized users instant access to the linked document set and latest versions of manuals, maintenance instructions, or technical diagrams are at their fingertips.
This streamlines inspections, maintenance, and collaboration, ensuring stakeholders always have the right information when they need it.
Streamlining Projects with Document Sets in Twin
The use of document sets offers numerous benefits to project teams in the industry:
Want to see it in action? Take the BIMcollab Twin product tour below and explore how Document Sets, QR codes, and seamless version tracking keep your team working smarter.
