10/2/2019 Four Principles of Document Revision Management | Oracle Construction and Engineering Blog

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CONSTRUCTION PROJECT MANAGEMENT, TRENDS AND INSIGHTS

July 20, 2018

Four Principles of Document Revision

Management
Rob Phillpot
GLOBAL VICE PRESIDENT, PRODUCT STRATEGY

I'd like to share some of the good practice processes that we’ve identified through
working with clients on Oracle Aconex. These can help projects run better and
avoid the cost and time impacts of poor document management.

The control and revision of documents is one area where establishing good
procedure between participants can really help a project. Areas to focus on
include the numbering, revision and status of documents, the control of
transmittals, and the maintenance of a document issue register.

Use of an online document management system can ensure a best practice

approach to the generation and management of document registers. We’ve
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identified four principles of good revision management that should be agreed
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10/2/2019 Four Principles of Document Revision Management | Oracle Construction and Engineering Blog

between the collaborating parties – whether or not an online document

management tool is being used.

1. The document numbering system should be agreed at the start of the

project
Clients may insist on implementing their own document numbering system,
or participating organizations may combine to create a new system.
Whichever way is chosen it is important to make a clear statement about the
system and to ensure all parties are aware of it and use it.
2. The revision coding system should be agreed as part of the above
numbering system
The most common revision systems are based on a numeric (1, 2, 3 …) or
alphabetic sequence (A, B, C … AA, AB, AC …). In some cases, numbers are
used for revisions up to the ‘For Construction’ issue of documents, with
letters used for revisions from that point on. Alternatively, letters and
numbers can be combined, with the sequence reverting to a letter at agreed
points in the revision process (A1, A2, A, B1, B2, B, C1…). Some organizations
develop more complex coding to reflect their own internal review stages (e.g.
A1-01, A1-02, A2-01…).
3. The revision code must continue sequentially from the first issue of a
document through its entire life
This allows all participants, including those not involved in the creation of aStart chat
document, to understand how versions of documents relate to each other.
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10/2/2019 Four Principles of Document Revision Management | Oracle Construction and Engineering Blog

There can be exceptions to this rule if predefined. For example, the revision
code may revert back to A or 1 at the completion of each stage of a project.
This is a complicated requirement and requires careful management and
quality control.
4. Revisions must be clearly identified within a document
In the case of a drawing, there will normally be a revision cloud around the
area of change, with a revision letter placed inside a triangle attached to the
cloud. CAD drawings would have this on a revision cloud layer, with a new
layer created for each cloud.

We see these four principles as being essential for effective document revision
management. Let us know if there is anything you think should be added to this
list.

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