Document Control on Site

Document control ensures the correct version of drawings, specifications, and procedures is used on site.
Working from superseded drawings is a leading cause of rework, defects, and safety incidents in construction.
CDM 2015 requires the construction phase plan, RAMS, and H&S file to be controlled and kept current.
ISO 9001 quality management systems require documented procedures for issuing, revising, and withdrawing documents.
All controlled documents must display a revision number, date, status, and approval authority clearly.
Superseded documents must be withdrawn from circulation and marked or destroyed to prevent accidental use.
Site teams must check they are working to the latest revision before starting any activity each day.
Digital document management systems are increasingly used, but printed site copies must still be controlled.
Subcontractors are responsible for ensuring their own operatives work from the current issued documents.
Poor document control has been identified as a root cause in major construction defect and safety investigations.

Prevent rework	Building to an old drawing revision wastes time, materials, and money — rework costs are never recoverable.
Safety compliance	Outdated RAMS and method statements may omit critical safety controls added after the original issue was produced.
Quality assurance	Audit and inspection findings frequently cite poor document control as a systemic failure requiring corrective action.

Do

Don't

Check the revision number and date on every drawing before you start working to it.
Obtain drawings and documents from the site document controller or approved system only.
Return superseded drawings to the site office and confirm they have been withdrawn.
Mark any printed copy as "uncontrolled" if it is taken away from the controlled set.
Record the drawing revision number used on all inspection and quality check records.
Notify the site engineer immediately if a drawing appears incorrect or contradictory.
Keep the controlled document register updated with all current revisions on site.
Brief your team on any design changes or revised method statements before they start.
File completed quality records, permits, and inspection forms in the project filing system.
Use the approved transmittal process when issuing documents to subcontractors on site.

DON'T work from a drawing without checking it is the current approved revision first.
DON'T keep old superseded drawings at your work location — return them to the office.
DON'T print drawings from personal email without confirming they are the latest issue.
DON'T make handwritten amendments to drawings without formal approval from the designer.
DON'T issue documents to subcontractors verbally — use the formal transmittal process.
DON'T assume a drawing is current because it was correct when you last used it.
DON'T throw away completed quality records — they form part of the project audit trail.
DON'T store site documents loose or unprotected where they can be damaged or lost.
DON'T ignore a design change notice — it may affect work already in progress today.
DON'T treat document control as just admin — it directly prevents defects and incidents.

See also: Related toolbox talks in this series

Presenter		Project
Location		Date

Toolbox Talk Record