DC Transitioning Responsibilities
Construction Document Controller Handover Duties
The role of a Document Controller in the construction industry is crucial for the smooth flow of documentation between various stakeholders. A proper handover of responsibilities is essential to ensure that no vital information or processes are missed. Below is a comprehensive list of handover duties for Document Controllers during a transition:
Handover Duties List
| Handover Duty | Description |
|---|---|
| Document Control System Overview | Provide a full explanation of the Document Control System (DCS) being used (Aconex, SharePoint, etc.). |
| Access Credentials and Permissions | Share login details, permissions setup, and access levels for all platforms. |
| Document Filing Structure | Explain the document filing system, folder hierarchy, and naming conventions in the EDMS. |
| Project Document Register | Handover the latest document register with details on documents submitted, under review, and approved. |
| Pending Document Reviews | List all documents currently under review, including deadlines, assigned reviewers, and priorities. |
| Transmittal Management | Explain the process of preparing and managing transmittals, including templates and formats. |
| Correspondence Management | Detail how incoming and outgoing project correspondence is handled, logged, and archived. |
| Submittals and RFI Tracking | Provide the latest status of submittals and RFIs, along with the process for tracking their progress. |
| Client/Consultant/Contractor Interface | Share contact details and processes for interacting with external parties for document exchange. |
| Document Review Process | Explain document workflows, approvals, and escalation processes in the EDMS. |
| Document Numbering System | Provide guidance on the document numbering system and how to maintain consistency across projects. |
| Template Documentation | Supply all templates for document transmittals, submittals, RFIs, and other documentation processes. |
| Archiving Protocol | Describe the procedure for archiving old or closed project documents, both physical and digital. |
| Retention Policies | Explain the document retention policy based on company or client requirements. |
| Audit Trail and Reporting | Provide details on generating audit trails and project reports for document control activities. |
| Revision Control and Issuance | Handover the revision control process, including version management and issuance procedures. |
| Contractor/Subcontractor Document Handling | Detail the process for managing and verifying documents from contractors and subcontractors. |
| NCR and Snag Documentation | Explain the process for managing non-conformance reports (NCR) and snag lists, if applicable. |
| Closeout Documentation | Provide guidelines for preparing project closeout documentation, including as-built drawings and manuals. |
| Training and Support | Offer instructions on how to provide training or technical support to team members on using the DCS. |
| Vendor/Client Submittals | Share processes for handling vendor or client document submissions and approvals. |
| Meeting Minutes and Action Logs | Handover any pending or ongoing documentation related to project meetings and their associated actions. |
| Health, Safety, and Environmental (HSE) Docs | Provide details on the management of HSE-related documentation in compliance with company policies. |
| Change Orders and Variations | Explain the documentation process for managing change orders and variations across the project. |
| Document Delivery Schedules | Share schedules for document deliveries and deadlines for each phase of the project. |
| Backup Procedures | Explain the procedures for backing up both physical and digital documents, including the frequency of backups. |
| Confidentiality Agreements | Provide a list of documents that are confidential and ensure the continuation of any non-disclosure practices. |
| Pending Claims Documentation | Detail any pending claim-related documents and instructions on how to manage further submissions. |
| Deficiency Reports | Provide information on how deficiency reports are handled, documented, and followed up on. |
| Regular Reporting | Handover the responsibility for generating regular reports, such as weekly or monthly document control status updates. |
| Legal and Compliance Documentation |