What Is Construction Document Management Software?

what is construction document management software

Projects of all sizes face an overwhelming amount of construction documentation. Forms. Contracts. Reports. Plans. Permits. The list goes on and on. 

Without good digital systems in place, managing all those documents can get overwhelming and chaotic. So much so that 35% of all construction professionals' time is spent on non-optimal activities like searching for information—which represents around $175 billion in labor expenses annually.  

That's why adopting tools like construction document management software is more important than ever. These solutions streamline document control and help you stay on top of all your paperwork. 

Table of contents:

What is construction document management software? 

Construction document management software refers to digital tools or platforms that organize, store, and manage construction documents. From plans and permits to contracts and reports, construction document management software provides a centralized location for all documentation so teams can retrieve information quickly. 

Key features of construction document management software 

There are different types of construction document management software in the market, but they typically have some general features and capabilities. These include: 

Centralized document storage 

Document management software serves as a common data environment (CDE)where you can store, manage, and share documents throughout the entire project lifecycle. With all files in one accessible location, teams can stay aligned, ensuring the project progresses smoothly and on schedule. 

This is a capability that all cloud-based document management tools offer. Rather than having project docs scattered across personal drives, email inboxes, and filing cabinets, your files are consolidated in a single, accessible platform. 

Version control and document tracking  

Construction documents go through several changes, from initial drafts to final approvals. While it's important to have the latest version at all times, you may also need to track the different versions and iterations a document has gone through.  

Construction document software makes this easy by automatically managing revisions, storing past versions, and recording user interactions so teams can access a complete document history. 

Role-based access and permissions 

Role-based permissions are especially valuable in construction, where multiple stakeholders—i.e., GCs, construction subcontractors, owners, and managers—collaborate across different project phases. You want to empower people by giving them the right information without compromising confidentiality and data security. 

Construction document management software enables this through role-based access and permissions so team members only see the information relevant to their roles. This feature helps maintain document security and reduces the risk of unauthorized edits. 

Integration with other construction software tools  

A robust document management system integrates seamlessly with other construction tools, like project management software and BIM platforms, to streamline workflows and maintain data accuracy.  

By syncing these systems, you reduce data entry and duplicate work so that the project can progress faster. 

Mobile access for field teams 

In construction, much of the work happens on-site, so it's essential for document management software to offer mobile access. Mobile-friendly solutions allow field teams to retrieve, view, and edit documents directly from their devices. So, whether they're reviewing plans, checking construction safety documents, or submitting reports, they constantly have the info they need. What's more, mobile access keeps teams connected and informed in real-time, which prevents delays and ensures teams can act sooner rather than later.  

Benefits of using construction document management software 

Construction document management software makes the jobs of construction teams a whole lot easier. Consider the following.  

Improved collaboration 

Construction document management software keeps all stakeholders in sync. There's seamless communication among team members, subcontractors, and clients, and everyone stays in the loop.  

Plus, thanks to centralized document access, teams always have the latest information, leaving little room for errors and miscommunication. 

Enhanced document organization  

Say goodbye to scattered files and misplaced documents. Document management software enables efficient storage and sorting of project files so you can retrieve what you need quickly. This structured organization reduces clutter and streamlines workflows, keeping your team focused on the project instead of hunting for files. 

Reduced errors and rework  

By providing automated version control, construction document management software ensures everyone works off the most current documents, preventing the costly mistakes that come from using outdated files. With clear version tracking, teams can stay aligned on project updates and reduce rework. 

Time savings  

Quick access to critical documents is a game-changer in construction. Document management software allows teams to find and retrieve files quickly, which can save hours (and stress) from having to search through emails, drives, or paper files. With these time savings, teams are free to focus on core project tasks and deliver better outcomes.  

Compliance and security  

A successful project isn't just about meeting milestones and sticking to your construction budget; it's also about ensuring all your data and processes are secure and compliant. With the right software, safeguarding sensitive information is streamlined. With features like role-based access, encryption, and compliance tracking, you can see that everything you do meets industry standards and regulatory requirements. 

Audit trails  

Still on the topic of compliance—audit trails provide a transparent record of changes, approvals, and document interactions to boost accountability across the project. Document management software creates a clear history, making it easy to trace decisions and demonstrate compliance during project audits or reviews. 

How construction document management software works 

Now that we've discussed the fundamentals of construction document management software let's look at how these solutions work.  

Document creation and upload 

The first step to streamlining document management? Get all your paperwork into the system. With the right software, team members can easily upload blueprints, permits, contracts, and reports directly into a central platform. That way, files are organized and accessible.  

Permissions and access control  

Once the documents are uploaded, administrators should set the proper permissions and ensure the team gets access only to the documents they need. Construction project managers, engineers, and subcontractors can be granted different levels of access, ensuring that sensitive information stays secure while everyone has the tools to perform their role effectively.   

Document collaboration and workflow  

Construction document management software streamlines collaboration by simplifying approval and feedback loops. Team members can edit, add comments, and track changes in real-time, so everyone's input is captured in one place. Some solutions can also send notifications to alert stakeholders when they need to view documents or take action so projects stay on track.  

Mobile capabilities 

Immediate access to documents is a must when you're on the jobsite. Mobile capabilities allow field members to retrieve, view, and update documents on their devices so they're aligned with office teams. Whether checking plans, logging updates, or capturing photos, mobile access enables quick decision-making and helps keep the project moving forward smoothly. 

Common challenges solved by document management software in construction 

When implemented properly, document management software can reduce or eliminate common headaches from managing files and paperwork. Here are some challenges you can sidestep with the right software.  

Miscommunication and document loss 

Construction projects involve multiple teams, documents, and locations, which can lead to miscommunication and lost files. Document management software centralizes all files in one secure platform, so no information slips through the cracks.  

Difficulty in accessing updated project information 

Paper-based systems or scattered files make document-hunting tedious and slow teams down. Document management software solves this issue by centralizing construction file management and making data available in the cloud. That way, people have easy access to the most recent documents, whether they're on-site or in the office.   

Challenges with version control and outdated data 

Using outdated versions of plans or reports can lead to rework and errors. Document management software eliminates this risk by maintaining strict version control, automatically tracking revisions, and ensuring teams are always using the latest files. 

Inefficiency in handling compliance and audit requirements 

Audits can be time consuming even in ideal circumstances. Fortunately, document management software simplifies audits and compliance by securely storing all necessary documentation and tracking changes. You have a clear history of document interactions, making it a breeze to demonstrate compliance and fulfill audit requirements. 

Who benefits from construction document management software? 

Digitizing construction document management benefits multiple teams and helps everyone do their jobs better. Think about the following.  

Construction project managers 

Construction project managers gain better oversight with document management software, which offers real-time visibility into project documents. With access to updated files, managers can be more efficient when monitoring tasks and tracking approvals. 

Field teams 

Jobsites can be hectic, and it's all too easy for files to get lost in the shuffle. Fortunately for field teams, digital tools keep everything organized. With construction document management software, they can pull up the latest plans, permits, or safety documents directly from their devices, reducing back-and-forth trips and ensuring they're working with accurate information at every turn. 

Subcontractors 

Subcontractors benefit from a single, organized platform where they can access relevant documents and stay updated on project changes. The software makes life easier by providing centralized document handling and collaboration tools. Equipped with the right solution, subs effectively meet project expectations and deadlines. 

Owners  

Owners enjoy greater project transparency, as document management software provides an organized view of all project files and updates. They can easily review plans, approvals, and timelines, helping them stay informed and involved without needing constant updates from the project team. 

Key considerations when choosing construction document management software 

What should you look for when selecting a solution for construction document management? Let’s break down the most important features to consider when choosing the right software for your needs. 

Scalability: Does it suit the current and future needs of your projects? 

Your construction firm doesn't stay stagnant, and neither should your systems. So, choose document management software that can scale with your business. Set your sights on platforms that can support larger project files and enable you to add users as your needs evolve.  

See to it that you don't outgrow your software and that it serves as a long-term asset for your operations. 

Ease of Use: User-friendly interfaces for quick adoption by all team members. 

The best software is easy for everyone to pick up, from seasoned managers to field team members. Look for a tool with an intuitive interface that reduces the learning curve so your team can get up and running quickly.  

When software is easy to use, adoption rates go up faster, which means you'll start seeing value right away. 

Integration Capabilities: Does it integrate with other tools already in use?  

Seamless integration with your current software ecosystem is essential. A document management solution that works with your project management, BIM, or construction accounting software reduces data entry and keeps workflows consistent.  

Not to mention, your teams will save time and eliminate frustration from having to switch between platforms. 

Cost and Licensing: Understanding the pricing structure and the return on investment. 

Cost is always a factor, but it's important to balance price with the value the software brings. Look for a solution that fits your budget while offering a solid return on investment through features that improve efficiency and reduce errors. 

With that in mind, evaluate the pricing model—whether it's a subscription or license-based—so you can plan for both immediate and long-term costs. 

Customer Support and Training: Support availability during implementation. 

Choose a software provider that prioritizes reliability and smooth operation with minimal issues. And if the need to contact your vendor arises, you'll want responsive, knowledgeable support to address questions quickly and keep your projects moving forward. 

Top construction document management software solutions 

If you made it this far, then you already know the value of digital document management. With that in mind, let's examine some of the top document management software solutions in the market.  

Autodesk Docs  

Autodesk Docs supports document management needs across all phases of your project. Whether you're viewing and organizing 2D and 3D designs or need to put together turnover documentation, Autodesk Docs has you covered.  

The solution also offers intuitive document control capabilities, including structured folders as well as filter and search tools. Autodesk Docs makes collaboration a breeze thanks to built-in sharing, reviews, and markup capabilities. And with robust permission tools, you can promote better team collaboration without compromising file security.  

Autodesk Construction Cloud Connect  

Autodesk Construction Cloud Connect (ACC Connect) allows project stakeholders to build custom workflows between Autodesk Construction Cloud and hundreds of other systems.  

For example, ACC Connect allows you to customize and automate the aggregation of data from disparate document sources and brings those documents into Autodesk Construction Cloud. And conversely, it can automatically export project files from Autodesk Construction Cloud into cloud storage solutions for archival and backup purposes, while standardizing the way in which the data is synced, organized, and formatted.  

Here are several integrations that can enhance data storage in your organization.  

SharePoint  

SharePoint allows teams using Microsoft 365 to collaborate in the cloud. SharePoint makes creating, managing, and sharing files, data, news, and resources a breeze.  

Egnyte   

Egnyte is a hybrid (on-premises & cloud-based) content management solution that facilitates secure management and governance of critical content. Egnyte provides a range of capabilities—including file sharing, collaboration, data controls, privacy settings, and more.  

Box  

Box is a Cloud Content Management company that empowers enterprises to securely connect their people, information, and applications.  

DropBox  

Dropbox is a cloud storage solution equipped with features to help you save time, improve your productivity, and collaborate with others.  

360 Sync   

360 Sync is an excellent tool for teams using multiple systems on their projects. It streamlines file and document management by enabling synchronization of project files to and from Autodesk Construction Cloud and various other applications, such as SharePoint, Box, Egnyte, and DropBox.  

Just set up your documents' sources and destinations, then schedule when you want your files to sync. 360Sync works in the background and makes file management automatic. That way, you don't have to spend hours manually transferring docs and dealing with duplicated or outdated info.  

Cloudsfer  

As a cloud-based backup and migration service, Cloudsfer supports over 30 storage providers including Autodesk Construction Cloud. It's designed to migrate your On Premise, SharePoint, Server, or ECM data and cloud data (Google Drive, Dropbox, Egnyte, and more) into Autodesk Cloud quickly and easily. Additionally, it backs up your Autodesk Construction Cloud data to your preferred cloud system or file system. The integration provides project archiving and backup, SSL encryption, high-speed upload bandwidth, and complete scalability and flexibility to meet your needs.  

eFiler  

If you and your team use Outlook, check out eFiler—an email filing solution that uses predictive filing capabilities to automate how you organize and manage project-related emails.  

The solution files messages together with other client and project documents, making it simple to organize information. eFiler also has an indexed email search feature, which cuts down the time it takes to find specific messages and attachments.  

To get the most out of eFiler, integrate it with the software you use to manage your construction projects. Doing so will enable the app to file project emails to your system, so you can spend less time searching your inbox and devote more energy towards high-value activities.  

Naviate Cloud Manager  

Developed for Autodesk Construction Cloud administrators that manage multiple projects simultaneously, Naviate Cloud Manager accelerates bulk project setup, simplifies member management and automates data management tasks. This holistic software allows administrators to manage multiple projects simultaneously and enables project data synchronization between intranet servers and the cloud environment.  

ProjectReady  

When you're collaborating with various teams and companies across multiple solutions, ProjectReady helps everyone stay on the same page. The solution offers an Integrated Data Environment (IDE) to enable cross-platform collaboration—without the headaches.  

ProjectReady makes data accessible across different platforms and automates data synchronization, project management, and workflows. It integrates with leading construction software including, Box, SharePoint, Microsoft Teams, and Outlook, helping all stakeholders stay connected no matter what programs they're using.  

SyncEzy  

SyncEzy empowers businesses to enhance growth and efficiency with tailored industry-specific solutions. This new Autodesk Construction Cloud integration enables users to sync documents, photos, and folder structures between Autodesk Construction Cloud and SharePoint, OneDrive, MS Teams, or local Windows Explorer folders.  

Control your docs  

Just because projects involve a lot of documentation, doesn't mean you have to bury yourself under a mountain of digital paperwork. By adopting robust solutions, you can stay organized, find the info you need faster, and ultimately make faster progress with your projects.  

Embracing document management technology allows you to streamline workflows, enhance collaboration, and ensure that your team always has access to the latest information. With the right tools, you can focus on building, not filing. 

Ready to get better construction document control? Learn more about Autodesk Docs.   

Grace Ellis

As Manager of Content Marketing Strategy at Autodesk and Editor in Chief of the Digital Builder Blog, Grace has nearly 15 years of experience creating world-class content for technology firms. She has been working within the construction technology space for the last 6+ years and is passionate about empowering industry professionals with cutting-edge tools and leading strategies that improve the quality of their jobs and lives.
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We use Yahoo! Japan to deploy digital advertising on sites supported by Yahoo! Japan. Ads are based on both Yahoo! Japan data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Yahoo! Japan has collected from you. We use the data that we provide to Yahoo! Japan to better customize your digital advertising experience and present you with more relevant ads. Yahoo! Japan Privacy Policy
Naver
We use Naver to deploy digital advertising on sites supported by Naver. Ads are based on both Naver data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Naver has collected from you. We use the data that we provide to Naver to better customize your digital advertising experience and present you with more relevant ads. Naver Privacy Policy
Quantcast
We use Quantcast to deploy digital advertising on sites supported by Quantcast. Ads are based on both Quantcast data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Quantcast has collected from you. We use the data that we provide to Quantcast to better customize your digital advertising experience and present you with more relevant ads. Quantcast Privacy Policy
Call Tracking
We use Call Tracking to provide customized phone numbers for our campaigns. This gives you faster access to our agents and helps us more accurately evaluate our performance. We may collect data about your behavior on our sites based on the phone number provided. Call Tracking Privacy Policy
Wunderkind
We use Wunderkind to deploy digital advertising on sites supported by Wunderkind. Ads are based on both Wunderkind data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Wunderkind has collected from you. We use the data that we provide to Wunderkind to better customize your digital advertising experience and present you with more relevant ads. Wunderkind Privacy Policy
ADC Media
We use ADC Media to deploy digital advertising on sites supported by ADC Media. Ads are based on both ADC Media data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that ADC Media has collected from you. We use the data that we provide to ADC Media to better customize your digital advertising experience and present you with more relevant ads. ADC Media Privacy Policy
AgrantSEM
We use AgrantSEM to deploy digital advertising on sites supported by AgrantSEM. Ads are based on both AgrantSEM data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that AgrantSEM has collected from you. We use the data that we provide to AgrantSEM to better customize your digital advertising experience and present you with more relevant ads. AgrantSEM Privacy Policy
Bidtellect
We use Bidtellect to deploy digital advertising on sites supported by Bidtellect. Ads are based on both Bidtellect data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Bidtellect has collected from you. We use the data that we provide to Bidtellect to better customize your digital advertising experience and present you with more relevant ads. Bidtellect Privacy Policy
Bing
We use Bing to deploy digital advertising on sites supported by Bing. Ads are based on both Bing data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Bing has collected from you. We use the data that we provide to Bing to better customize your digital advertising experience and present you with more relevant ads. Bing Privacy Policy
G2Crowd
We use G2Crowd to deploy digital advertising on sites supported by G2Crowd. Ads are based on both G2Crowd data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that G2Crowd has collected from you. We use the data that we provide to G2Crowd to better customize your digital advertising experience and present you with more relevant ads. G2Crowd Privacy Policy
NMPI Display
We use NMPI Display to deploy digital advertising on sites supported by NMPI Display. Ads are based on both NMPI Display data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that NMPI Display has collected from you. We use the data that we provide to NMPI Display to better customize your digital advertising experience and present you with more relevant ads. NMPI Display Privacy Policy
VK
We use VK to deploy digital advertising on sites supported by VK. Ads are based on both VK data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that VK has collected from you. We use the data that we provide to VK to better customize your digital advertising experience and present you with more relevant ads. VK Privacy Policy
Adobe Target
We use Adobe Target to test new features on our sites and customize your experience of these features. To do this, we collect behavioral data while you’re on our sites. This data may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, your IP address or device ID, your Autodesk ID, and others. You may experience a different version of our sites based on feature testing, or view personalized content based on your visitor attributes. Adobe Target Privacy Policy
Google Analytics (Advertising)
We use Google Analytics (Advertising) to deploy digital advertising on sites supported by Google Analytics (Advertising). Ads are based on both Google Analytics (Advertising) data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Google Analytics (Advertising) has collected from you. We use the data that we provide to Google Analytics (Advertising) to better customize your digital advertising experience and present you with more relevant ads. Google Analytics (Advertising) Privacy Policy
Trendkite
We use Trendkite to deploy digital advertising on sites supported by Trendkite. Ads are based on both Trendkite data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Trendkite has collected from you. We use the data that we provide to Trendkite to better customize your digital advertising experience and present you with more relevant ads. Trendkite Privacy Policy
Hotjar
We use Hotjar to deploy digital advertising on sites supported by Hotjar. Ads are based on both Hotjar data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Hotjar has collected from you. We use the data that we provide to Hotjar to better customize your digital advertising experience and present you with more relevant ads. Hotjar Privacy Policy
6 Sense
We use 6 Sense to deploy digital advertising on sites supported by 6 Sense. Ads are based on both 6 Sense data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that 6 Sense has collected from you. We use the data that we provide to 6 Sense to better customize your digital advertising experience and present you with more relevant ads. 6 Sense Privacy Policy
Terminus
We use Terminus to deploy digital advertising on sites supported by Terminus. Ads are based on both Terminus data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that Terminus has collected from you. We use the data that we provide to Terminus to better customize your digital advertising experience and present you with more relevant ads. Terminus Privacy Policy
StackAdapt
We use StackAdapt to deploy digital advertising on sites supported by StackAdapt. Ads are based on both StackAdapt data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that StackAdapt has collected from you. We use the data that we provide to StackAdapt to better customize your digital advertising experience and present you with more relevant ads. StackAdapt Privacy Policy
The Trade Desk
We use The Trade Desk to deploy digital advertising on sites supported by The Trade Desk. Ads are based on both The Trade Desk data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that The Trade Desk has collected from you. We use the data that we provide to The Trade Desk to better customize your digital advertising experience and present you with more relevant ads. The Trade Desk Privacy Policy
RollWorks
We use RollWorks to deploy digital advertising on sites supported by RollWorks. Ads are based on both RollWorks data and behavioral data that we collect while you’re on our sites. The data we collect may include pages you’ve visited, trials you’ve initiated, videos you’ve played, purchases you’ve made, and your IP address or device ID. This information may be combined with data that RollWorks has collected from you. We use the data that we provide to RollWorks to better customize your digital advertising experience and present you with more relevant ads. RollWorks Privacy Policy

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