Managing a project involves a large amount of project-related information every day including documents, spreadsheets, drawings, photos as well as internal project communication. 

It is really important to keep all our your documentation in one place that the whole team can access, Workframe is a really great solution for this. This can really improve the way information is managed providing controlled access, an audit trail of when information was received, and a way of managing revisions of your documents. 

What is best practice look like when it comes to managing your documents?

Adding Folders 

Folders should be used to organize your documents, they should be named and numbered consistently across all of your projects, this makes it easy for anyone on the team to go in and find what they are looking for whichever project they are working on. A typical folder structure for a capital project could look like this: 

1.0 Cost & Schedule
   1.1 Project Budget
   1.2 Cost Reports
   1.3 Change Orders
   1.4 Vendor Invoices
   1.5 Schedule

2.0 Meeting Minutes and Correspondence
   2.1 Project Scope
   2.2 Status Reports
   2.3 Meeting Minutes

3.0 Procurement & Contracts
   3.1 Project Manager
   3.2 Architecture
   3.3 MEP
   3.4 IT, AV and Security
   3.5 Equipment
   3.6 Furniture Dealer
   3.7 Misc. Consultants

4.0 Building Info
   4.1 Lease
   4.2 Building Rules & Regulations
   4.3 Landlord Approvals
   4.4 Landlord Reimbursement

5.0 Design Information
   5.1 Program & Standards
   5.2 Schematic Design
   5.3 Design Development
   5.4 Construction Documents
   5.5 Permits and Approvals
   5.6 Furniture

6.0 Construction Administration
   6.1  Progress Reports & Photos
   6.2 RFI & Submittal Logs
   6.3 Punch listing details

7.0 Move and Close out
    7.1 Move
    7.2 Commissioning & Testing
    7.3 Final Lien Waivers
    7.5 As-Built Drawings
    7.6 Close-out Documents

Document Naming

It is good practice to establish a naming convention for your documents. This will mean it will be easy to find for all team members. The key information you want to include in your document name is:

  • The project name
  • The name of the file
  • The latest date the file was revised 
  • The revision number of the file

To avoid the file name getting too long you can use a code like this: 

Project Code - File name - Date in YYMMDD order - Rev XX

For example: SEA - Project Schedule - 180701 - Rev 1 

You will need to reinforce this with the whole team so you get a consistent approach to naming of documents. Once established it will make finding your document super easy. 

We also suggest you keep the previous versions of your document in a separate sub-folder to you have them for ease of reference in future. 

Documents Permissions 

You can set your Workframe company up to have documents public or private by default. Contact your Customer Success Manager to change this. For each individual document you can select who you want to have access to it. Remember as the project progresses new team members will be added and any document with public access set to 'on' will be seen by everyone on your project. It is therefore good practice to set any sensitive document as private from the start of the project. 

Uploading your first documents

At the beginning of your project it is good idea to get your initial documents uploaded, this can include:

  • The lease/building information
  • The initial schedule and project budget
  • A project scope summary 

This will help give the wider team context as you add them to the project.

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