Best Practices for Large Document Sharing in Architecture and Engineering Workflows

The Architecture and Engineering (A&E) industry vertical involves working collaboratively with numerous customers, architects, contractors, stakeholders, engineers, and builders. This requires a large document sharing tool, which is non-negotiable for the efficient functioning of the company.

All team members working on the project together need to share and transfer large project documents, such as BIM (Building Information Models), design documents, CAD documents, and other technical project details.

Nevertheless, sharing large project files and documents is nerve-wracking while working together with large-sized teams in company or any complicated projects. This blog will help you gain insights into best practices to consider for sharing large documents in A&E sector, advantages of collaborating with teams, etc.

If architecture and Engineering companies manage documents in physical form, it will take one day to retrieve the file they require for task completion. That’s why they are transitioning to digital transformation, so that handling large project documents is simplified.

Best Practices to Consider for Large Document Sharing in Architecture and Engineering Workflows:

1. Naming document in standardized manner to avoid confusion while selecting file:

It is a good practice to have a set standard way of naming various files, for instance, using title block letters to help engineers store files in organized way. Having a naming convention enables engineers to search files as and when required. Additionally, it also helps to simplify onboarding for new architects and engineers. The company can easily create a proper template that includes the structure to follow for ease of document naming. It is helpful to maintain an appropriate set of guidelines when naming files and storing them. It is also necessary to regularly review the template and make improvements to add or delete any sections for storing files. Moreover, companies can also keep a unified repository for storing files.

2. Adding version control for all the files:

Engineers and architects work on the CAD files on daily basis. These files undergo modifications, alterations, upgrades, and monitoring before they are available to team members. Therefore, it is necessary to have a version control methodology in place is beneficial. It helps the stakeholders to select the particular version of file according to the projects. When it comes to a specific project, the AEC industry segment tends to work collaboratively on files. In this scenario, when the team members add new details to the file, they must update version control. This process must be standardized by architects and engineers.

3. Using the access control feature is crucial:

To enhance the security of documents and eliminate cyber attacks, architects and engineering companies must leverage access control features. This will help professionals restrict file access to authorized persons only, as per their defined role within the organisation. This is a good practice to ensure company compliance. Moreover, this practice helps provide data only to team members working on that project.

4. Creating a unified web-based digital repository of document:

When it comes to managing documents digitally, it is evident that files are spread across different systems, such as SharePoint, network drives, laptops, and email attachments. This makes it even more challenging to track documents and find files when needed.

Therefore, it is vital to have a unified web-based repository where engineers and architects can effortlessly save and store different project files with ease. This enables streamlined procedures while collaborating with various team members. By leveraging single, digital, unified repository, teams can easily retrieve the files at any point in the content lifecycle, and locate design files as per the requirement.

5. Referencing the files properly:

While operating AEC industries, CAD files include numerous references. It is crucial to understand that your document management system can efficiently manage all the file references. Additionally, it helps to eliminate the breakage of references, and prevent the files from getting misplaced or lost in the process. Moreover, it also prevents professionals from referencing incorrect versioning. This is a good practice to ensure that engineers and architects are working collaboratively on the correct project file, eliminating the need for rework.

6. Ensuring quality control of the documents:

When the companies follow standardized process of monitoring project files, it enables maintaining the quality of all engineering and architectural project files. This practice makes it easier for new engineers and architects who are hired in the organizations. They can easily understand the company’s projects by reading those documents. An enterprise can create a properly drafted document that describes the document review procedure and helps to automate workflows.

7. Easy storage of files and documents:

When it comes to the functioning of companies, it is crucial to keep files for future reference. So, companies must archive and store the files because they can’t delete them. Here, large document sharing tool helps to transform the working of AEC company. It enables team members to save and store documents for longer time. Additionally, teams can also easily access the documents, regardless of the time zone and location. Powered by cloud, large document sharing helps in securing the documents and files of various projects.

8. Effective management of documents:

A large document sharing and storing platform allows all architects and engineers to easily save, store, and transfer various project files with ease. For regulated companies like AEC, it is crucial to review and monitor files and manage documents at every stage of the content lifecycle, by assessing whether the documents are active and updated. Furthermore, a large document sharing tool in Architecture and Engineering facilitates the ease of assigning responsibility to all team members according to their defined roles for each project they are working on. Managing large files and documents on a cloud platform helps enhance the competency and productivity of various functional teams, thereby reducing unnecessary costs incurred in document management. The web-based tool is designed to reduce human errors, speed up the project tasks and increase profitability of the organization.

Closing Thoughts:

In a nutshell, it can be said that large document sharing is a boon for efficient functioning of A&E sector industry. By following the above mentioned best proactices, architects and engineers can streamline the project tasks and deliver projects on time, thereby gaining customer’s trust and company’s brand image and value. A large document sharing tool also enables teams to work collaboratively on the same project file, providing their inputs and feedback.