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Building And Construction File Sharing – Tips on What to Prevent

The evolution of technology has brought lots of modifications in the building and construction market. Construction file sharing is now done digitally. Utilizing cloud-based services for file storage, email, or digital cooperation tools. These technology tools make document sharing simpler and quicker. However they also present problems that can translate in included cost and threat […]



The evolution of technology has brought lots of modifications in the building and construction market. Construction file sharing is now done digitally. Utilizing cloud-based services for file storage, email, or digital cooperation tools.

These technology tools make document sharing simpler and quicker. However they also present problems that can translate in included cost and threat to a building job. This post talks about some of the errors in construction file sharing that can be avoided.

1. The use of numerous file-sharing tools on one job

This problem itself can create a domino effect that results in cost overruns, mistakes, re-work, and loss of earnings.

Often the mechanical engineer uses DropBox to save and share files. The designer utilizes Newforma. The structural engineer uses Google Drive. The electrical engineer e-mails his files to the project manager. And the plumbing professional saves everything on his desktop computer. It’s clear where this is going and the list can go on and on.

What we wind up with are numerous silos of data, little to no file control, and spaces in the history of the job.

How do we solve this? Get everyone working from the same system. Make job files and paperwork available in a single, available, and regulated environment.

2. Lack of designated file gatekeeper

In the age of paper illustrations, the file supervisor had the responsibility to manage all drawings, permits, change orders, and other files. This individual had a process for managing modifications and ensuring the master set at the building trailer was constantly up to date.

Even with everybody working from the very same file-sharing system, the document control supervisor is still needed in the digital era. This person functions as gatekeeper to keep documents updated and takes control of the file-sharing procedure.

3. Uncertain file-sharing procedure

We now have everyone working from the exact same system and a document control manager. We still require a clear file-sharing process. The lack of standards around file-sharing develops an unneeded space between individuals.

  • Assemble a circulation list of task leads, professionals, and task status keepers.
  • Supply a description of the task structure you established in your file-sharing or partnership platform.
  • Explain where each specialist will upload their illustrations.
  • Explain where the basic info and job paperwork is kept.
  • Set a file naming convention. Variation control is important to excellent file management. By imposing a consistent file naming convention, you develop a clear history of project modifications.

4. Inappropriate file controls in your file-sharing service

When sharing building files we have to ensure the best files reach the ideal individuals at the right time.

When picking a file-sharing tool, look for one that enables you to manage who views particular buckets or folders. An option with different levels of control: administrators, partners, and viewers. One that shows the developer of files and when they were submitted or modified.

Submit controls are essential in the file-sharing procedure to ensure that job participants have access to the right files, no files are erased or lost, and the history of the job stays undamaged.

5. Absence of notices for file modifications, additions or modifications in process

It is vital that notifications are provided to project participants appropriately. Alerts must be delivered in numerous formats – shown on the partnership platform but sent by email too. There need to be no option for an individual to choose not to receive notifications of task modifications.

Why is it so essential for notices to be delivered? Due to the fact that a change in the structure of the structure ought to be interacted to all as soon as it happens, so all professionals change their work appropriately. Because a wall that was moved two feet to the south of the structure at the owner’s request may affect the plumbing, electrical, fire security styles, and more.

In conclusion, sharing construction files has never been easier or faster, and more complex at the very same time. To guarantee the success of building and construction file sharing we require:

  • a single, accessible, and regulated environment
  • robust file controls and alerts
  • a distinct sharing process

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