Design a document numbering and status-code convention that works across disciplines and contractors.
Project Management
Document Control and Project Information Management
A course in project document control and information management: numbering, status codes, common data environment principles under ISO 19650, transmittals and handover records.
🗓️Duration5 training days
📚Content4 modules · 8 sessions
🎓On completionAccredited attendance certificate
About the programme
Course Overview
Disputes and rework on projects often trace back to a document question that should never have arisen: which revision was actually issued, who approved it, and whether the version someone built from was current at all. Document control is the function that prevents that question from ever needing to be asked, and this course treats it as a discipline in its own right rather than an administrative afterthought. Participants learn to design a numbering and status-code convention that works across disciplines and contractors, configure review and approval workflows in an electronic document management system, and apply the common data environment principles set out in ISO 19650 so work-in-progress, shared, published and archived information stay clearly separated. The course covers the formal transmittal process that gives document issue a legal and contractual record, and closes with the handover stage that most document control processes are ultimately judged on: assembling accurate as-built records and an operating and maintenance data book that a client's long-term information system can actually use.
Expected Learning Outcomes
Configure review and approval workflows in an electronic document management system.
Apply the ISO 19650 common data environment states to both documents and models.
Operate a formal transmittal process with a defined distribution matrix and audit trail.
Link document status to contractual notice, review and approval periods.
Assemble as-built documentation and an operating and maintenance data book for handover.
Set records retention schedules aligned to legal, warranty and operational requirements.
Who Should Attend
Document controllers and information managers on construction and engineering projects.
Project managers responsible for information governance across multiple contractors.
BIM coordinators applying common data environment principles under ISO 19650.
Contract administrators whose notices and approvals depend on document status.
Handover and close-out teams assembling as-built records and data books.
Quality managers auditing document control performance and process compliance.
Course Modules
Select any module to see its sessions and points.
01Foundations of Document Control
2 sessions · 8 points
Session 1Purpose, Roles and the Document Lifecycle
- Explain how document control reduces rework and contractual dispute on a project.
- Map the document lifecycle from creation through review, issue, revision and archive.
- Distinguish the responsibilities of originator, approver and document controller.
- Maintain a master document register as the single source of current status.
Session 2Numbering, Status Codes and Metadata
- Design a document numbering convention that scales across disciplines and contract packages.
- Apply status codes such as issued-for-review, issued-for-approval and issued-for-construction consistently.
- Define metadata fields needed to search, filter and report on the document set.
- Control native file and published PDF versions so the two never diverge unnoticed.
02Systems and the Common Data Environment
2 sessions · 8 points
Session 1Electronic Document Management Systems
- Configure workflow, versioning and access control within an electronic document management system.
- Set review and approval turnaround times appropriate to contractual notice periods.
- Establish audit trail requirements suited to regulated or safety-critical projects.
- Plan the migration of legacy documents into a new system without losing revision history.
Session 2Common Data Environment Principles Under ISO 19650
- Apply the ISO 19650 common data environment states of work in progress, shared, published and archive.
- Extend common data environment discipline to models as well as conventional documents.
- Set container naming conventions aligned with ISO 19650 across all contributing organisations.
- Coordinate information exchange between multiple organisations sharing one data environment.
03Managing Transmittals, Review and Distribution
2 sessions · 8 points
Session 1Transmittals and Controlled Distribution
- Operate a formal transmittal process for every controlled document issued on the project.
- Build a distribution matrix defining who receives which documents and when.
- Manage comments and markups from multiple reviewers within one review cycle.
- Close review cycles within the timescales the contract requires.
Session 2Interfaces With Contract and Change Processes
- Link document status to contractual notice and approval periods explicitly.
- Track superseded documents still referenced in live instructions on site.
- Support change management and claims with a clear document control evidence trail.
- Apply confidentiality and access restrictions to commercially sensitive information.
04Handover, Records and Continuous Improvement
2 sessions · 8 points
Session 1Handover Documentation and Data Books
- Reconcile as-built documentation against the last issued-for-construction records.
- Structure an operating and maintenance data book for the client's handover requirements.
- Run completeness checks on handover documentation before facility handover.
- Format handover records for direct loading into the client's long-term information system.
Session 2Records Retention and Process Improvement
- Set records retention schedules aligned to legal and warranty periods.
- Plan archiving and retrieval arrangements for the period after project close-out.
- Audit document control performance using turnaround time and error-rate measures.
- Feed document control lessons learned into the plan for the next project.
What the participant receives
4 course modules
A structured syllabus
8 training sessions
across 5 days
32 detailed points
Applied, detailed content
Accredited attendance certificate
On completing the programme
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