Improving Construction Industry Processes With an EDMS

When a drawing, such as a cross-section, floor plan, or detail drawing is created by an architect, they are reviewed and redlined by engineers and contractors before moving to the construction phase of a project. Ultimately, as a construction drawing moves from schematic design to the creation of actionable drawings, reviewers will redline (aka markup) the drawing to ensure the specifications are feasible and accurate.

Markups/redlines are the optimum methods of collaboration, as they ensure all involved parties have their hand in the creation and revision of a drawing or document. It creates a share of accountability for all workers in the project and allows them to express their ideas, thoughts, and reservations regarding the design. This should be a dynamic process, as a drawing will never be perfect, and, many times, there is room for improvement.

RFIs and Submittals

The Request for Information (RFI), is a great tool for seeking additional clarifications. Once a drawing has been approved by all the reviewers internally, there still may be information missing from the project. Contractors can leverage the RFI as it provides them with a standardized form of communication between them and the contractors, engineers or architects. Modern document management systems enable workers to manage RFIs digitally from mobile devices. When the contractor is made aware of missing information or need further clarification, they can immediately send the RFI to the engineers and architects to get responses quickly, eliminating potential delays.

While RFIs are often seen in the engineering and construction industries, they serve multiple purposes and are not always used with markups/redlines. For many organizations, the RFI is also a common business practice for collecting written information about the various capabilities of vendors. They can be used to gather information regarding a decision so stakeholders can determine the best course of action moving forward. Inclusively, the RFI can be used for clarifications about timing, pricing, phasing, design coordination, clarification, project specs, or site conditions.

Tips for improving productivity

RFIs can quickly become unmanageable if not properly executed and administered. There are several steps you can take to ensure that RFIs are handled quickly and productively:

• Establish a standardized process for RFIs and submittals, and ensure it is outlined in your contract
• Specify all information required to facilitate an accurate response
• Assign RFIs sequential numbers to show chronology
• Make sure RFI titles are distinct and can be easily differentiated from one another
• Use external notifications via email to ensure quick response times
• Use RFIs in conjunction with markups to illustrate where the clarification is needed
• Include all deadlines and potential impacts on the schedule
• Include the cost impact of a potential change
• Ensure RFIs are written concisely, and professionally.

Improve markups and RFIs with ImageSite and EngineBox

Improving construction industry processes is possible with an engineering document management system.  Ensure real-time collaboration with ImageSite and EngineBox, eQuorum’s robust workflow and document management solutions. Both solutions come equipped with optional RFI/Submittal and redlining capabilities, to ensure your company keeps up with stakeholder requirements and completes construction projects quickly and efficiently.

EngineBox is a Cloud-based solution, making it the perfect solution for managing remote communications. This means there’s no IT infrastructure to maintain, and architects, engineers, vendors, contractors, and stakeholders can get instant access to the information they need when they need it.

Additional EDMS Features