Document Control
Document Control Department Overview
Ensuring Secure, Compliant, and Efficient Information Management for Mega Construction Projects
1. Introduction
The Document Control (DC) Department at BEC Arabia plays a critical role in managing, securing, and ensuring the accessibility of all construction-related documentation across multiple projects, departments, and stakeholders. In large-scale construction projects, accurate document control is essential for:
Maintaining compliance with Saudi construction regulations, international standards, and legal requirements.
Ensuring seamless collaboration between internal teams, clients, consultants, and subcontractors.
Securing and tracking critical documents such as contracts, design drawings, RFIs, material approvals, and project records.
Minimizing risks associated with document mismanagement, unauthorized access, and regulatory non-compliance.
Enhancing project efficiency by providing real-time document access, version control, and digital archiving.
With BEC Arabia handling mega projects, the Document Control Department ensures that all documentation follows structured workflows, security protocols, and regulatory guidelines, providing a single source of truth for decision-making, compliance audits, and project execution.
2. Core Responsibilities of the Document Control Department
Function
Description
Key Stakeholders
Document Storage & Management
Centralizes all construction documents (contracts, RFIs, submittals, change orders, project records).
Project Teams, Contracts Administration, Clients, Subcontractors
Version Control & Document Tracking
Ensures that the latest document versions are accessible while maintaining revision history.
Engineers, Consultants, Quality Control, Procurement
Regulatory Compliance & Auditing
Ensures all documents align with Saudi regulations, procurement policies, and legal standards.
Compliance, Legal, Procurement, Government Authorities
Security & Access Control
Implements document classification, permission-based access, and cybersecurity protocols.
IT, Project Teams, Legal, Compliance
Collaboration & Workflow Management
Facilitates controlled sharing, approvals, and distribution of critical documents.
Project Managers, Clients, Consultants, Subcontractors
Digital Archiving & Retention
Implements structured document retention, backup, and retrieval policies.
IT, Finance, Operations, Legal
3. Document Control Strategic Framework
3.1 Centralized Document Storage & Organization
Uses Aconex as the primary Document Management System (DMS) for structured document storage.
Ensures all project-related documents are categorized, indexed, and tagged for easy retrieval.
Standardizes file naming conventions, metadata tagging, and document classification.
Key Deliverables:
Document Storage Policy & Access Control Logs
Document Indexing & Categorization Framework
Benchmark: 100% of project documents must be stored in the DMS and accessible within 2 minutes.
3.2 Version Control & Change Management
Ensures that only the latest approved versions of documents are used across projects.
Tracks all revisions, approvals, and changes with a structured audit log.
Implements automated notifications for document updates, approvals, and rejections.
Key Deliverables:
Version Control Logs & Revision History Reports
Automated Document Approval Workflow Reports
Benchmark: Maintain 100% version accuracy with zero instances of outdated document use.
3.3 Regulatory Compliance & Audit Readiness
Aligns document control practices with Saudi construction laws, ISO 9001, and project-specific regulations.
Maintains audit-ready documentation for regulatory inspections, legal disputes, and quality control.
Implements automated compliance tracking and periodic document audits.
Key Deliverables:
Regulatory Compliance Reports & Document Audit Logs
Document Approval & Legal Review Records
Benchmark: Ensure 100% compliance with regulatory and contractual document requirements.
3.4 Security, Access Control & Cybersecurity
Implements role-based access permissions to restrict document access to authorized personnel only.
Uses encryption and cybersecurity protocols to protect sensitive documents.
Tracks all document access and modifications through security logs.
Key Deliverables:
Document Security & Access Control Reports
Cybersecurity Compliance & Incident Logs
Benchmark: Zero unauthorized document access or security breaches.
3.5 Collaboration & Workflow Automation
Ensures seamless document sharing, approvals, and controlled distribution between stakeholders.
Uses Aconex workflows for automated document approvals, RFIs, and submittals.
Implements real-time tracking of document approvals and pending actions.
Key Deliverables:
Document Workflow & Approval Status Reports
Project Collaboration & Communication Logs
Benchmark: Reduce document approval turnaround time by 30% through workflow automation.
3.6 Digital Archiving, Retention & Backup Management
Implements structured document retention policies based on project, legal, and operational needs.
Ensures automated backups of critical project documentation for disaster recovery.
Categorizes documents into active, archived, and obsolete records for lifecycle management.
Key Deliverables:
Document Retention & Backup Strategy Reports
Archive & Retrieval Logs for Long-Term Project Documentation
Benchmark: Ensure 100% document retrieval accuracy and zero data loss.
4. Compliance with Saudi Construction Regulations & ISO Standards
Regulation / Standard
Compliance Requirement
Application in Document Control
Saudi Building Code (SBC)
Maintain documentation for all regulatory approvals and permits.
Store all project compliance documents in Aconex.
ISO 9001 (Quality Management)
Ensure document traceability, version control, and audit logs.
Implement structured document review and approval workflows.
ISO 27001 (Information Security)
Protect sensitive data with encryption and access control.
Implement cybersecurity protocols for document access.
Saudi Public Procurement Law (Etimad Compliance)
Ensure transparency in government contracts and procurement records.
Store procurement-related documents in a structured format.
FIDIC Contract Documentation
Maintain all contract versions, amendments, and correspondence.
Implement automated version control and approval workflows.
Benchmark: 100% of legal and regulatory documents must be audit-ready.
5. Digital Document Control & Automation Technologies
Technology
Functionality
Application in Document Control
Aconex
Centralized Document Storage & Project Collaboration
Tracks RFIs, submittals, approvals, and contracts in real-time.
ERP System
Procurement & Financial Document Tracking
Ensures invoice approvals, contract compliance, and supplier records.
Power BI Dashboards
Document Compliance Analytics & KPI Reporting
Provides real-time document tracking and compliance monitoring.
Cybersecurity & Access Control
Secure Data Encryption & Document Permissions
Prevents unauthorized access and ensures regulatory compliance.
Benchmark: 100% of critical project documents must be digitized and managed within the DMS.
6. Conclusion
The Document Control Department at BEC Arabia ensures:
Accurate storage, retrieval, and management of critical project documentation.
Strict compliance with Saudi regulations, ISO standards, and procurement laws.
Enhanced security, version control, and access permissions for document integrity.
Efficient collaboration through Aconex workflows and digital automation.
Disaster recovery readiness through structured document retention policies.
By implementing structured document control practices, BEC Arabia ensures seamless project execution, regulatory compliance, and data security, reducing legal risks and optimizing project efficiency.
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