Document Controller

The Document and Correspondence Control function is the nerve center of any construction project, and its meticulous management is a key parameter for success in an Indian construction company. Given the high-stakes environment, potential for disputes, and complex regulatory landscape, a well-defined and rigorous system is not just a best practice—it's a necessity.

Here are the key parameters of Document & Correspondence Control in an Indian construction company:

1. Centralized and Systematic Filing System

This is the foundational parameter. All documents, whether physical or digital, must be stored in a consistent and easily retrievable manner.

• Standardized Naming Convention: All files, folders, and documents should follow a pre-defined naming convention (e.g., ProjectCode_DocumentType_Date_RevNo). This ensures consistency across all departments and prevents confusion.
• Centralized Repository: All project documents should be stored in a single, secure location. This could be a physical cabinet system on-site and at the head office, or a digital server or a cloud-based project management platform (e.g., SharePoint, Procore, or a custom ERP).
• Access Control: Access to sensitive documents should be strictly controlled. User roles and permissions must be defined to ensure that only authorized personnel can view, edit, or share specific documents.

2. Version Control Management

Construction projects are dynamic, and drawings, specifications, and plans are frequently revised. Managing different versions is critical to prevent costly errors.1

• Revision Numbers: Every document that is revised must be given a new revision number (e.g., Rev. 0, Rev. 1, Rev. A, Rev. B).
• Superseded Status: When a new version of a document is released, the previous version should be clearly marked as Superseded to prevent it from being used.
• Master Register: A master register or a document control log should be maintained, which lists the latest revision number for every document. This ensures that the site team is always working with the most current set of drawings, specifications, and instructions.

3. Logbooks and Registers

Logbooks are the primary tools for tracking the flow of information and correspondence. They provide a chronological and auditable record of all communication.

• Incoming/Outgoing Correspondence Register: A log of all letters, faxes, emails, and official communications with clients, consultants, and subcontractors. It should record the document number, date, sender/receiver, and a brief description.
• Instruction to Contractor (ITC) Register: A log of all official instructions or directives issued to subcontractors or the on-site team. This is crucial for tracking responsibilities.
• Request for Information (RFI) Register: A log of all requests for clarification or information sent to the client, architect, or consultant. This is vital for managing delays, as it documents a client's or designer's slow response time.
• Drawing Register: A master log of all project drawings, including their latest revision numbers and their distribution status.

4. Official Correspondence Management

All formal communication must be handled with care to protect the company from legal and contractual risks.

• Formal Communication Protocol: A clear protocol for sending and receiving official letters. All correspondence should be on the company's letterhead, dated, and signed by an authorized person.
• Acknowledgement and Response Tracking: A system to ensure that all incoming correspondence is acknowledged and responded to within the stipulated time frame mentioned in the contract.
• Email Management: Project-related emails are a form of official correspondence. They should be archived systematically and be easily searchable for future reference.

5. Document Distribution and Transmission

Timely and accurate distribution of documents is a key operational parameter.

• Transmittal Sheets: A transmittal sheet should accompany every delivery of documents (e.g., drawings, submittals, or reports) to the client or consultant. It acts as a formal record of what was sent and when.
• Distribution Matrix: A clear matrix that defines who needs to receive which type of document. This prevents information silos and ensures the right people are always updated.
• Hard Copy vs. Soft Copy: A protocol defining which documents must be maintained in physical form and which can be stored digitally.

6. Archival and Retention

At the end of a project, a robust system must be in place for archiving documents for legal and future reference purposes.2

• Project Close-out Procedure: A formal procedure for collecting and archiving all project documents upon completion.
• Document Retention Policy: A clear policy defining how long different types of documents (e.g., financial records, contracts, project plans) must be retained as per legal and company requirements.

Requirements & Skills

• Bachelor's degree in Business Administration, Information Management, or a related field
• Proven experience as a Document Controller or in a similar role
• Proficiency in Microsoft Office Suite and document management systems

Job Type: Full-time

Pay: ₹18, ₹30,000.00 per month

Work Location: In person