Risk Management
Document Control Risk Management
Aligned with KSA Construction Laws, Mega Project Frameworks, and International Best Practices
1. Introduction
The Document Control Risk Management Framework at BEC Arabia is designed to identify, assess, mitigate, and monitor risks related to document control. These risks can impact compliance, legal standing, and project execution, especially in mega construction projects.
By implementing Aconex as the primary document management system, BEC Arabia ensures that all project and corporate documents are securely managed, minimizing risks related to data integrity, regulatory non-compliance, unauthorized access, and document loss.
📂 Stored in SharePoint – Document Control Risk Management
2. Objectives of Document Control Risk Management
Ensure regulatory compliance with KSA construction laws, Etimad, NUPP, and ISO 9001 standards
Minimize risks related to document loss, unauthorized access, and non-compliance
Establish structured risk identification, assessment, and mitigation strategies
Ensure secure, traceable, and auditable document management
📂 Stored in SharePoint – Document Control Risk Objectives
3. Document Control Risk Categories
BEC Arabia categorizes document-related risks into five main areas.
3.1 Compliance and Regulatory Risks
Definition: Risks associated with non-compliance with legal and regulatory requirements for document retention, submission, and audit tracking.
Potential Risks:
Failure to meet KSA regulatory documentation standards (Etimad, NUPP, MOMRAH, SCA)
Non-compliance with ISO 9001:2015 document management policies
Non-adherence to document retention and disposal laws
Mitigation Strategies:
Conduct quarterly compliance audits to ensure adherence to KSA regulations
Automate compliance tracking in Aconex
Maintain regulatory compliance logs for audit purposes
📂 Stored in SharePoint – Compliance Risk Register
3.2 Data Security and Unauthorized Access Risks
Definition: Risks associated with unauthorized access, data breaches, or document tampering.
Potential Risks:
Unauthorized personnel accessing classified legal, financial, or HR records
Data breaches resulting in the exposure of sensitive information
Insufficient encryption or access control leading to document leaks
Mitigation Strategies:
Implement role-based access control (RBAC) in Aconex
Use encryption and digital watermarking for sensitive documents
Conduct annual cybersecurity and data protection audits
📂 Stored in SharePoint – Data Security Risk Report
3.3 Document Loss and Retrieval Risks
Definition: Risks related to document mismanagement, accidental deletion, or inability to retrieve critical records when required.
Potential Risks:
Lost or misplaced contracts, invoices, or regulatory documents
Inconsistent version control leading to outdated documents being used
Corruption of digital files due to system failures or cyber incidents
Mitigation Strategies:
Implement automated daily backups in Aconex and SharePoint
Ensure strict version control and tracking mechanisms
Maintain a disaster recovery plan with rapid document restoration protocols
📂 Stored in SharePoint – Document Backup and Recovery Plan
3.4 Version Control and Change Management Risks
Definition: Risks associated with improper document versioning, leading to errors, miscommunication, and outdated information being used.
Potential Risks:
Multiple conflicting versions of the same document in circulation
Unauthorized or undocumented modifications to critical files
Failure to track and approve document revisions properly
Mitigation Strategies:
Use Aconex automated version control to maintain audit trails
Implement Document Change Request (DCR) approval workflows
Ensure all modifications are documented with timestamps and user IDs
📂 Stored in SharePoint – Version Control Compliance Policy
3.5 Legal and Dispute Risks
Definition: Risks related to document-related disputes, lack of legal evidence, or improper handling of contractual records.
Potential Risks:
Missing or incomplete contractual documentation leading to legal claims
Failure to retain dispute-related documents as per arbitration requirements
Improper document retention practices affecting legal case outcomes
Mitigation Strategies:
Ensure all contracts and dispute-related records are stored in Aconex for 10 years
Maintain detailed dispute resolution logs with supporting documents
Conduct legal compliance reviews before document disposal
📂 Stored in SharePoint – Legal Compliance Risk Register
4. Document Control Risk Assessment Process
4.1 Risk Identification and Classification
BEC Arabia follows a structured risk identification process to assess potential threats to document control operations.
Risk Identification Steps:
Conduct periodic risk assessments to identify compliance, security, or version control gaps.
Categorize risks based on their impact and likelihood to prioritize mitigation efforts.
Assign risk owners to ensure accountability for mitigation strategies.
📂 Stored in SharePoint – Risk Identification Checklist
4.2 Risk Impact and Likelihood Assessment
Each identified risk is assessed using a scoring system based on impact and likelihood.
Risk Type
Likelihood (1-5)
Impact (1-5)
Risk Score (L × I)
Risk Level
Unauthorized Access Risk
4
5
20
High
Regulatory Non-Compliance
3
4
12
Medium
Data Loss or Corruption Risk
5
5
25
Critical
Version Control Failure
2
3
6
Low
📂 Stored in SharePoint – Risk Assessment Report
4.3 Risk Mitigation and Control Measures
Based on the risk assessment score, appropriate control measures are implemented.
Risk Category
Mitigation Strategy
Compliance Risks
Quarterly audits, automated regulatory compliance tracking
Security Risks
Multi-factor authentication, access control logs, data encryption
Data Loss Risks
Daily backups in Aconex and SharePoint, disaster recovery plans
Version Control Risks
Automated version tracking in Aconex, mandatory approval workflows
Legal Risks
Mandatory retention periods, structured dispute documentation storage
📂 Stored in SharePoint – Risk Mitigation Plan
5. Incident Management and Response Plan
5.1 Document Control Incident Classification
All document-related incidents must be classified and reported based on their severity level.
Incident Type
Severity Level
Response Timeframe
Unauthorized Data Access
High
Immediate action required
Regulatory Non-Compliance
Medium
Corrective action within 7 days
Document Loss or Corruption
Critical
Data recovery initiated within 24 hours
Version Control Failure
Low
Internal review within 14 days
📂 Stored in SharePoint – Incident Response Guide
5.2 Document Recovery and Business Continuity Plan
A structured business continuity plan ensures that critical document control operations remain unaffected in case of a system failure or cyber incident.
Recovery Plan Actions:
Daily backups stored in Aconex and SharePoint to prevent data loss.
Disaster recovery drills conducted quarterly to ensure rapid response.
Redundant data storage locations to prevent single points of failure.
Emergency access protocols for critical documents during disruptions.
📂 Stored in SharePoint – Business Continuity Plan
6. Monitoring, Auditing, and Continuous Improvement
6.1 Document Control Compliance Audits
To maintain compliance and minimize risks, BEC Arabia performs:
Quarterly internal audits to check adherence to compliance policies.
Annual external audits conducted by regulatory authorities or project owners.
📂 Stored in SharePoint – Audit Reports
6.2 Continuous Improvement and Risk Reduction Strategies
BEC Arabia follows a Continuous Improvement Framework (CIF) to enhance document control risk management.
Key Actions:
Conducting post-incident reviews to prevent recurring risks.
Enhancing Aconex automation for improved compliance tracking.
Providing employee training programs on document control best practices.
📂 Stored in SharePoint – Continuous Improvement Strategy
7. Key Performance Indicators (KPIs) for Document Control Risk Management
KPI Name
Measurement Criteria
Target Benchmark
Data Security Incidents
Number of unauthorized access cases per year
Zero
Audit Compliance Rate
Percentage of successful compliance audits
98% or higher
Document Recovery Time
Time taken to restore lost or corrupted files
≤ 24 hours
Risk Mitigation Success Rate
Percentage of identified risks resolved within the timeframe
95% or higher
📂 Stored in SharePoint – Risk Management KPI Dashboard
8. Conclusion
The Document Control Risk Management Framework at BEC Arabia ensures that all document-related risks are identified, mitigated, and monitored to prevent disruptions, regulatory violations, and security incidents.
By leveraging Aconex and SharePoint for automated compliance tracking, access control, and risk assessments, BEC Arabia maintains secure, efficient, and compliant document control operations aligned with KSA regulations and ISO standards.
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