What do I need to consider before I issue information?

Before uploading a document to Capsa, check the following is clearly stated and updated for each document.

Feel free to download a copy of the checklist waiting for you at the end of this article! You can also find further details on document best practice in the Resources section of our website.

1. Project Name and if relevant the Building or Section Title
2. Unique Document Number
3. Unique Document Title
4. Document Revision (ensuring each issue has a unique revision reference)
5. Revision Notes (including summary and highlighting of any changes)
6. Author Name (most consultants will also include details of the individual(s) who issue and check the document prior to release)
7. Document Paper Size
8. Document Scale and Dimensions (including a scale bar to enable scale to be checked when printed or digitally measured)
9. Date of Issue / Revision
10. Document Status (is it clear what status the new document has under the contract?)
11. Suitable File Type and File Naming
12. Formatting of File (to ensure suitable file size and removal of unnecessary document layers)
13. A suitable structural grid, with dimensions, added to all general arrangement information

Let’s face it: the basics of good document control isn’t the most riveting subject, but ask anyone on a building site about the impact of poor document management, and they will tell you just how frustrating and significant the impact can be.

It’s common for teams to feel a bit frustrated by what they see as minor mistakes on-site and the need for rework. However, these issues often stem from the information at hand. By focusing on the basics, the team can create a solid foundation that helps ensure every project runs smoothly!

There is seldom just one party responsible for authoring information on a project. A fundamental principle in every project should be for the main authors to coordinate before the project begins to agree on how they will structure and disseminate their information. This includes:

• Agreeing on a unique document title and reference structure for each consultant and document.
• Clearly define with the contract administrator the meaning of each document status and the process for issuing documents under the main contract.
• Establishing a unified structural grid, typically overseen by the architect, that is suitable for all consultants.
• Agreeing a common scale and orientation for general arrangement plans.

These may seem like points that are not worth highlighting, but you would be astonished at how frequently they are overlooked, leading to issues on site.

Based on feedback from our customers and Capsa Support, the following are the most common issues encountered when documents are issued:

• All parties are not aware of the document issue and the latest version.
• The document title and reference have not been checked and may match another document.
• The document revision details are not correctly updated between revisions.
• The changes made between revisions are not clearly identified.
• It is unclear what the status of the document is under the main contract.

A report by the National Federation of Builders found that “1 in 4 construction workers consider themselves to have a neurodiverse condition”.

Be honest, when creating and issuing a document did you consider the implications of this?

Assuming we agree that the primary purpose of a drawing is to communicate to the site team how to construct the works, the author should keep in mind that 10% of the working-age population has dyslexia and may interpret information differently. Effective document control isn’t solely about ensuring the labels are correct; it’s also about making certain that a document is well-structured and easy to understand.

Simple aspects, such as ensuring floor plans maintain a consistent scale and orientation across all authors, can significantly affect how users interact with the information.

When uploading a new document to Capsa, simply dragging and dropping it into the upload box will activate Capsa’s Intelligent Upload feature. If a document has been properly structured and correctly converted to PDF, Capsa will utilise the data in your files to pre-fill the document data fields.

Capsa relies upon the following data fields:

1. Author
2. Type
3. Reference
4. Title
5. Revision
6. Status

When you upload a revision to a document on Capsa, the existing data fields are pre-populated with the data from the previous revision. Unless you are making changes, you merely need to update the revision and status fields for the new revision.

• The consultant team agrees on how information will be structured to ensure consistency across the project before it starts, and
• If you follow the simple steps set out above each time you create and issue new information.

You can download our checklist to help ensure your Capsa project remains on track. Now, you are ready to begin.