Before Now
For most of us, the word “data” is now so common that we don’t remember when it wasn’t part of everyday language. Data is a collection of digital information. Projects collect data from many sources. Much of data and data management related to project work include managing documents. Managing documents as data and historical document handling are connected.
Paper Documents
Large, physical file cabinets once stored all project information in paper form. Early computers were limited in their storage capacity, and paper was still common. Project files might include standard US 8-1/2 X 11 inch, 8-1/2 X 14 inch, and 11 X 17 inch pages. These were bound or loosely stored in folders. Folders included labels, and they were filed in some system of organization. Typically, an alphabetical and/or numerical system of labeling defined sorting. Project drawings, especially “originals”, were stored in flat-file cabinets that allowed drawings to lie flat and unfolded. Administrative staff or Project Managers handled all documents. After processing (whatever that meant for each document), the documents went to the appropriate folder. To retrieve a document, you would go to the (labeled) file cabinet and retrieve the folder or document that you needed.
Before scanning was common, we could print and copy, but that was often the limit. If an edit was needed, either the original was revised and reprinted or the printed version was hand edited and copied. Drawing changes were typically marked by hand to show revised dimensions or other information. It was common to make these changes with red pencil. Thus, they became “redlines”. At this time, computers were still limited and didn’t easily allow electronic markups of scanned documents.
Exchange of documents was by hand-delivery or by a mail service before email and other file exchanges became prevalent.
All of this took more space, took more time, and was more cumbersome. Though projects use fewer physical documents and files today, the concepts we used for paper documents transferred to our use of computers. Documents, files, and folders became part of the language of the electronic version.
Now
Leap ahead to 2022. We still talk about folders for project work (though it’s reported that even this term is unfamiliar to some who are just starting project work). In the linked article, they report that the concepts mentioned above in Before Now are not familiar to those who started their information life using modern cell phones that are more powerful than older computers. However, everyone seems to understand the idea of information and thus the related concepts of data.
Though data can be thought of as another term for a collection of information, it is now more commonly thought of as information in digital form. That’s how we’ll use it in this post.
Data includes much more than documents that can be stored electronically. As more devices and appliances are capable of processing their own information and even connecting to the internet, the amount of data available is growing at a staggering pace. (See also this post.) Though I will assume that most projects are NOT tracking the food expiration in the project team’s office refrigerator (which would unnecessarily add to project data), there is much more useful data available now.
Project Specific Data and Electronics
- Using safety statistics/data, we can analyze for potential future safety incidents.
- We can track quality data to see trends that need correction.
- Scheduling software allows more sophisticated analysis of not only schedule status but also of “what-if” scenarios.
- We can track costs but we can also analyze trends.
- More complicated tools for project controls are easily calculated so that we can determine earned value.
- Using Monte Carlo methods allow us to quickly evaluate risks by electronic calculation.
- Tools and equipment are electronically monitored for location and usage.
- Construction equipment can now report its need for specific maintenance before it becomes an issue.
- We can scan installed work for construction to get a 3D image of the installation. This scan data can support progress measurement.
These all become or involve data generation and collection for analysis.
But most of us still see documents as the heart of our project data.
Electronic Documents
Though much of the interest in discussing data is about managing large volumes and organizing it properly to gain insights, information within documents and the documents themselves are still at the heart of project data. Whatever term you choose to use – folders, labels, etc. – project documents must be organized in a way that they can be easily retrieved. Yes, searching can locate a document. But when there are tens of thousands of documents with multiple instances of our search term, searching isn’t the most efficient method.
Documents also have varying purposes. Though some are still needed in original form (e.g., certain legal documents), most can be solely electronic and may never be printed. Documents are combined, marked-up electronically, and searched for content. Though there is sometimes debate about this practice, project drawings for engineering and construction are still often printed/plotted. Some argue that if it doesn’t fit on a typical computer screen or monitor, it is harder to use. Documents such as flow diagrams for processes or single-line diagrams for electrical circuiting require tracing a flow path that can get lost when moving only on a screen (especially when you can only read a portion of the path on any one screen).
Document Management
Document management is a key part of project work. That includes not just sending/receiving and storing but also managing version control. Documents such as drawings and instructions may be edited frequently. Project requirements in general can change during the project life. Because of these changes (and because of the typical need for “Change Management”), the current version must be tracked and available to the users. In the paper days, we had to consider the concept of that one piece of printed content that was out of place. Could you retrieve it and identify it? Was it labeled properly?
This idea is part of what lead to use of identity footers and headers in documents. Every page of some documents includes a footer. That footer identifies the overall document. For one of these documents, you can misplace a single printed page and know it’s Page 27 of “Specification for Electrical Cable Installation”, “Document E67-459102, Rev 4”. This supports cleaner document management and is also related to version control. Now, except when we choose to print a paper copy, this is of less concern since electronic documents are typically in one file. (Let’s ignore the exception where a document is corrupted or divided into parts.)
Key Document Concepts
Here are some key concepts about project documents in general:
Storage and Retrieval
I argue that a project should have a system of documents storage that includes all project documents including all versions and revisions. I say that I “argue” it because I sometimes do that literally. Some support groups, for example the Accounting Department at some companies, worry about information that should be private. Data and document management systems allow access control to handle company-sensitive information. Individual documents and folders can be password protected. This should not prevent a project from keeping its documents in one system. Tracking all documents takes work – especially for a very large or very document-intensive project. Some of these documents may never be needed. It’s when you DO need that one critical piece of data that having all documents properly stored becomes critical.
Documents not only need to be stored but also need to be organized in a way that they can be retrieved. Having a system within the electronic storage system that supports some logical categorization is important to retrieval. This starts with having a standard system and/or thinking through what documents will arrive and how they should be organized. Within this system, there is often a more detailed and sometimes very granular method for document labeling and naming. Some Client’s may dictate specific details about documents naming, numbering and storage. After the project completes, an important part of project life cycle management is to store all project documents for later retrieval.
For documents as data, there are many options for storage and retrieval. Document systems can be cloud-based, on a local server, and/or mobile friendly. This allows more options that better support project and company needs. Regardless of the IT details, the keys are:
- Have a system – there are still projects (and you know who you are!) that store files in a jumbled, disorganized way.
- Use the system – a robust system is no good without use.
- Maintain the system – keep files in their proper location adjust the system to fit the needs of the project.
- Audit the system – a formal or informal audit can ensure that critical documents can be located and that documents are being properly labeled and filed.
Labeling
As the volume of project data grow, labeling of folders, volumes, and individual documents becomes more critical. Careful labeling also supports better version control as discussed below. You don’t need to spend excessive time deciding on your labeling convention for files and folders. But you do need to develop one that allows for a logical storage system. Should it be very detailed or general? That is up to you. Consider the trade off between too much detail and being too general. If you have many documents and a generic labeling, documents will be harder to locate. If your system is too granular, documents are more likely to be misfiled. Choose what works but have a system to identify document file names and folder names.
Control of Version
Using the current versions of documents is critical. Use of outdated versions can lead to costly mistakes. The number of documents expected and the amount of control to be used may require a team dedicated to document management. This team is considered by some to be an unnecessary expense. The project must balance this perceived expense against the cost of misplaced documents or use of the wrong document.
Version control requires a system to monitor document intake, changes to documents, and required decision making surrounding revisions. Here’s where current data systems can help. Though a Word or Excel list may be adequate for a smaller project, they become less efficient (unless Excel is used with some of its more advanced capabilities) for large numbers of documents. Increasingly, document systems require less manual input and allow expanded capabilities for managing documents as part of a data management system. More advanced systems can “read” the document information and make predefined decisions about how to handle them. A human interface is still needed but the number of “data entry” personnel required is declining.
Some documents must identified by their approval status. This is related to version control. A project drawing typically has some indication that an Engineer has prepared it, another has reviewed it, and still another has approved it for issue. When a drawing is not “approved” for installation use, it may be issued but labeled as “For Information Only”. For some projects, documents are identified as “Controlled” or “Uncontrolled”. These are typically used on projects with more stringent requirements and are intended as a method to manage the use of the current and approved versions of documents. An Uncontrolled document is similar to a drawing that’s marked as “For Information Only”. These more strictly controlled documents may be serialized and issued to a specific person or department. Whether your project requires Controlled documents or not, using the current version is a critical component of project document management.
Distribution
Distribution is another common theme in project document management. Which project stakeholders and team members get notification of new or revised documents? Who get copies of which documents? There may be required distribution for review, approval, and/or “information”. Some documents require routine distribution (“Mary always gets Contract documents”). Some are stored without a standard distribution. This could be managed by developing a document distribution list (which must be monitored and updated) and then ensuring that the documents are distributed according to that list. This is labor intensive but still a common method. With more ability of systems to manage these as data, this can become more automated.
Review and Approval
Many project documents require approval. Approval can be internally within the project team, internally by the project company, or externally by the Client or Engineer/Architect. Regardless of the method used, this involves the process of: (1) Preparing the document for review (2) Submitting it for approval (3) Tracking the approval status (4) Expediting overdue review and approval (5) Sending/receiving the reviewed documents (6) Reviewing and responding to comments, if any (7) Distribution of comments as applicable (8) Tracking review of the review (9) Possibly editing the document based on comments and (10) Resubmitting as needed to possibly repeat this cycle again.
Better systems can now make this more automated. The document is sent electronically within the management system, delivery and receipt are automatically tracked, response date is monitored by the system and it sends notices of overdue reviews, sending/receiving of review results if electronically tracked, and the required people are notified of need for action.
There are other parts of document management that are important. These are some of the key parts. How does this connect with the definition of “data” and its current usage?
Documents as Data
Increasingly, document management systems can make decisions about documents without human intervention. Though I mentioned earlier that larger projects may require a team to support document management, the sizes of these teams may continue to grow smaller. Since these systems need monitoring and projects may still require paper versions of its documents, these teams may always be more than zero. Electronic document management systems allow for easier handling and storage of documents. These systems provide better sorting and searching. They automate many of the routine tasks. Even with a robust system (of any kind)0, if you don’t use it, it adds no value to your project.