Document Control

Key Responsibilities

• Check the project mailbox daily

• Send officialnotifications of document issuance to affected individuals or groups through the project mailbox.Notifications are to be issued within 2 business days of receiving communication ofa new revision or document upload.

• Owner of the Master Document List (MDL) on both internal and external SharePoint websites.

• Assist the internalteam in updating theinternal Document Register/MDL

• Solely responsible for updating the External MDL

• Ensure content on both MDLs accurately reflectsdocuments stored on internal and external SharePoint websites.

• Ensure folder structures are created and populated per the Document Control Procedures

• Check the project governing documents meet formatting standards

• Files named per Document NumberingProcedure.

• Project template and cover page applied.

• Issued documents arein .pdf format or a locked Excel sheet.

• Consistent spacingand font throughout document.

• Table of contents when deemed necessary.

• Manage redline workflows for drawings and specifications.

• When applicable, route documents for review and approval through AdobeDocuSign

• Co-owner of Document Control Procedure, along with Assistant Project Manager (APM).

• Propose and implement changes and improvements

• Co-owner of Communications Matrix, along with APM

• Remove and add people as necessary.

• Propose and implement changes and improvements.

• Owner of document templates (Word, PowerPoint, Excel).

• Update as necessary.

• Propose and implement changes and improvements.

• Should the project transition to a different document control software after selecting a General Contractor,the DC/Admin will support this transition.

Administration

Key Responsibilities

• Co-owner of Contact List, along with APM

• Remove and add people as necessary.

• Trackaction items generated in team meetings using theAction Log (found on left sidebar of Internal SharePoint).

• The APMwill be responsible for taking notes and highlighting action items in yellowTheDC/Admin’s responsible for entering these action items into the Action Log, assigningresponsibility, andentering a due date.

• TheDC/Adminwill go over past-due action items at the weekly team meetings

• Action items can be generated inJFs, team meetings, stakeholder meetings, contractor meetings, etc.All meeting minutes are captured in the Project Notebook (OneNote).

• Ensure changes made to the fit, form, or function of the project are tracked in the Change & Decision Log(foundon left sidebar of Internal SharePoint).