Aconex Document Management Guidelines

Aconex Document Management Guidelines

Aconex Document Management Guidelines

This guide provides an overview of the Aconex Document Management system, a critical tool for managing project documentation in BEC Arabia. It supports our objectives for professionalism, efficiency, and compliance by ensuring all project documents are organized, accessible, and maintained according to KSA regulations and international construction standards.

Procedures and Workflows

1. Login to Aconex: Use your BEC Arabia credentials to access the Aconex system.

2. Navigate to the Document Register: This is where all project documents are stored.

3. Upload Documents: Click on 'Upload' and select the files from your device. Ensure files are named according to BEC Arabia's naming conventions.

4. Manage Documents: Use the 'Edit' option to update document details. You can also 'Move', 'Copy', or 'Delete' documents as needed.

5. Search for Documents: Use the 'Search' bar to find specific documents. You can filter by name, date, or document type.

6. Download Documents: Select the document and click on 'Download'. Always check the latest version before downloading.

Compliance and Regulations

The Aconex Document Management system aligns with KSA laws, BEC Arabia’s internal compliance policies, and international construction standards. It ensures:

• All project documents are stored securely and are easily accessible.

• Document versions are tracked to maintain a clear history of changes.

• Confidential information is protected, with access rights managed according to BEC Arabia's policies.

Remember, non-compliance with these guidelines can lead to legal issues and project delays.

Metrics and KPIs

Key Performance Indicators (KPIs) for Aconex Document Management include:

• Document Upload Time: The time taken to upload documents to the system. Aim for less than 5 minutes per document.

• Document Retrieval Time: The time taken to find and download a document. Aim for less than 3 minutes per document.

• Document Version Accuracy: The percentage of documents with correctly tracked versions. Aim for 100% accuracy.

These metrics help us track performance, quality, and compliance effectively.

Collaboration

The Aconex Document Management system supports cross-departmental collaboration by:

• Allowing multiple users to access and edit documents simultaneously.

• Providing a platform for team members to communicate and share feedback on documents.

• Ensuring all team members have access to the latest version of project documents.

Remember, effective collaboration requires clear communication and respect for each other's roles and responsibilities.

Additional Notes and Templates

• Always check the latest version of a document before making changes.

• Use the 'Comments' feature to provide feedback or ask questions about a document.

• Refer to the Aconex User Guide for more detailed instructions.

Remember, the goal of the Aconex Document Management system is to improve efficiency and collaboration in our projects. Your suggestions for improvement are always welcome.