Project document control: revisions, transmittals and approvals

One row per document. The row carries a unique number, title, discipline, current revision, status and date of last issue. The number never changes, even when the title is reworded.

Each revision gets its own line beneath. A structural drawing might move from Rev A for comment to Rev B for tender and Rev C for construction. Reason for change goes beside each step.

Keep the register in one place. When the architect, the engineer and the contractor each hold a private list, three versions of the truth appear and the argument starts at the next site meeting.

A transmittal is the cover note that proves what was sent, to whom and when. Without it, a contractor can say a revised ductwork drawing never arrived, and nobody can prove otherwise.

List each document on the transmittal with its revision and reason for issue, then name the recipients, the response needed and the date it is due. Simple, yet often skipped.

Number transmittals in sequence. Gaps in the sequence show a missing record, and replies can quote the number rather than describe a parcel of PDFs.

Approval belongs on the revision, not on the document in general. Approved at Rev B says nothing about Rev C. Record the reviewer, the date and the code returned, such as approved, approved with comments or rejected.

Set a response period at issue time. Silence is a risk. A shop drawing sitting with the consultant for three weeks delays steelwork, and the register should flag it by name.

Keep comments attached to the revision they refer to. A marked up PDF returned by email is easily lost, and the next revision then repeats the same mistake.

Mark a revision as received on site. A site engineer scans a QR code or ticks a field when the printed set is replaced. Old prints are collected and stamped superseded. Do it the same day.

This matters when a slab is poured to Rev B while Rev C moved a column. The register then shows the date Rev C reached site, the date of the pour and who signed the pour card.

Run a weekly check. List every drawing and specification issued in the last week that is not yet confirmed on site, and chase the site engineer for each one.

Mirror the register. Top level by project, then discipline, then document type. Inside each, keep a Current folder and a Superseded folder. Site staff see only Current.

Name files with the document number, revision and a short title. Nobody should rename a file to final or latest.

Limit who can upload to Current. Use permissions so only the document controller moves a file there, after the register entry is updated.