Overseeing an architectural project from its inception to completion is not an easy feat, especially when there are many stakeholders involved, including architects, engineers, contractors, and clients. Regardless of the number of stakeholders involved, a large portion of any architectural project consists of documents, including blueprints, designs, specifications, permits, and modifications. All these documents need to be managed properly throughout the project duration to ensure its success.
The Challenges of Handling Architectural Documents
Earlier, architectural teams had to manage physical blueprints and drawings. But with technological advancements, this is an outdated practice that can cause issues for:
● Version Control: When changes to a drawing are made, it can be difficult to differentiate between the versions.
● Storage: Physical copies of drawings can take up a lot of space and are subject to potential damage or can also get lost.
● Collaboration Challenges: Distributing documents to remote teams or clients can be a hassle and is sometimes also inefficient.
As projects continue to increase in complexity, these challenges can quickly turn a project upside down, creating delays and increasing costs.
The Function of Digital Document Management
Current architectural document management systems are efficient as they digitize and centralize all the project files. Instead of sifting through a filing cabinet or trawling through endless email chains to find the correct documents, stakeholders can now find them easily by using a secure platform.
Some key features of these digital systems include:
● Centralized repositories for all blueprints, CAD files, and specifications.
● Automated version control with track changes and version history.
● Access permissions that allow architects to restrict permissions for the document and/or to make changes.
This reduces the potential for errors and enhances collaboration across all facets of a project.
Facilitating Collaboration Across Teams
Architectural design is not a standalone process; it is something that stakeholders, such as engineers, contractors, and clients, want to see developed through various project stages. With good document management from providers like Egnyte, all stakeholders can access the same documents, leave comments, and provide feedback without any delay.
Improved collaboration reduces the risk of miscommunication, which is more common in technical projects as the details keep changing, such as indirectly affected structural elements and evolving compliance. It also allows the personnel involved to make real-time decisions that can help expedite design choices and further advance the timeline of the project.
Assuring Compliance and Security
Architecture firms usually have to deal with strong regulatory standards and client confidentiality requirements when working on a project. Secure architecture document management helps firms to handle such requirements with:
● Audit trails to track who accessed or made changes to documents.
● Encryption to protect confidential project details.
● Compliance tools that address industry standards and client contracts.
By contributing to both accessibility and security, architecture firms can protect sensitive data without losing transparency with stakeholders.
While the architecture industry continues to undergo digital transformation, proper document management will help manage any complexity, reduce costly mistakes, and provide designs that meet expectations while complying with regulatory standards.
