# Document Control

## **Document Control Department Overview**

#### **Ensuring Secure, Compliant, and Efficient Information Management for Mega Construction Projects**

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### **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**.

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### **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                                   |

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### **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.**

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#### **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.**

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#### **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.**

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#### **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.**

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#### **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.**

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#### **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.**

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### **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.**

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### **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.**

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### **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.
