QUALITY DOCUMENT MANAGEMENT SYSTEM
AIM believes that to manage documents and records related to quality management effectively, especially for a construction project such as the proposed project, implementing a cohesive and comprehensive Quality Document Management System (QDMS) is critical. The system will ensure that all paperwork, including inspections, tests, and corrective actions, is meticulously catalogued, easily accessible, and up to date. Below is AIM’s strategic approach to developing such a system:
Assessment and Planning
- Identify Requirements: Gather all legal, regulatory, and quality standards or requirements that pertain to the construction project.
- Stakeholder Engagement: Consult with key stakeholders, including subcontractors, to understand their documentation needs.
- Software: Choose a digital document management system (with stakeholder input) that supports the unique needs of construction project documentation, including cloud storage for access on the construction site.
System Development
- Access Control: Define permission levels within the system, ensuring that project team members can access, modify, or add records as per their role requirements.
- Version Control: Version control mechanism will be in place to track changes in documents and ensure that the latest updates are always available.
- Integration Capability: Ensure the system can integrate with other project management tools or software currently utilized by stakeholders, allowing for seamless data exchange.
Document Control Procedures
- Standardization: AIM will provide templates and standard formats for common documents and records to ensure consistency across the project.
- Document Review: A process will be established for document creation, review, approval, and dissemination. This ensures quality and relevancy of the information shared.
- Retention and Archival: Retention period for different categories of documents will be established along with secure archival procedures for records post-project completion.
Quality Checks and Updates
- Regular Audits: Regular audits will be conducted of the QDMS to ensure compliance with quality standards and operational efficiency.
- Continuous Improvement: A feedback loop will be implemented using input from stakeholders from to continuously improve document management practices based on real-world challenges and requirements identified during the project lifecycle.
Monitoring
- Monitoring and Evaluation: System’s performance and user adoption will be continuously monitored, evaluating it against set KPIs and making adjustments as necessary.
Compliance and Reporting
- Compliance Management: AIM will ensure all documents and records comply with internal and external regulations and standards.
- Reporting Mechanism: Generation of reports for internal use and compliance verification, enhancing transparency and accountability.