When I was with Balfour Beatty, one of my responsibilities was document and drawing control far more than simply filing documents.
The system covered correspondence, meeting minutes, controlled forms, RFIs, ISO-based procedures, method statements and engineering drawings, including design, construction and shop drawings with documents often requiring controlled submission, distribution and coordination across multiple departments and parties, including the contractor, client, engineers, consultants and relevant authorities. Each had to be properly identified, referenced, issued, reviewed, controlled and traceable to the source within minutes. The principle was simple: the right drawing, at the right revision, to the right person, for the right purpose.
At that time, we were still working with the BS 5750:1987 quality management framework, which preceded the later ISO 9000 series. Documents and drawings followed a structured single-source, subject-numbering and filing system. Even requisitions were referenced to the appropriate source and subject number, creating traceability from the original requirement through procurement and subsequent action.
I was also responsible for safeguarding the Engineering Archive, preserving the technical history of drawings, revisions, correspondence, CIRIA reports, past projects, standards/codes of practice.
This experience allowed me to recognise the logic and weaknesses of different filing and information-control systems. For a period, I also held an MIS-related and communication positions in 1993, which further broadened my understanding of information management. I later applied the same principles beyond construction - helping improve the filing system of a legal firm, a division of the armed forces, banks and assisting an asset management company with storage, logistics, identification and barcoding systems.
And this was well before today’s sophisticated DMS. We were working with early 90s tools such as IBM DisplayWrite and Lotus 1-2-3, while still having to ensure that every document number, drawing reference and revision was accurately maintained and consistent with the corresponding hard-copy records. My passion for IT helped me a lot even being noted in my testimonials. The technology was basic by today's standards, but the discipline of information control had to be just as rigorous.
While working with the main contractor for KLCC Construction, I was subsequently invited by IEM to lecture on document control. The session generated substantial follow-up interest, with numerous engineers contacting me to request copies of the lecture notes.
To me, document control is not clerical work. It is part of engineering governance. Today we have CDEs, BIM, digital twins and AI, but the fundamental principle remains:
One source of truth. The right information. The right revision. The right person. At the right time.