In projects where dozens to thousands of documents circulate, from technical drawings to progress reports and contract changes, having an overview is not a luxury, but a necessity. Document control is the foundation on which reliable information management is built. Without a proper structure for document handling, errors, delays, and risks of claims or rework will arise.

At BAEKENMore about BAEKEN, klik hier., we do not see document control as a mere administrative requirement, but as an indispensable link in professional project controls. It supports clear communication, traceable decision-making, and structured collaboration, precisely the elements essential for success in complex projects.

One version of the truth

Projects generate large volumes of information: plans, plannings, drawings, analyses, contracts, memos, and reports. Without structure, this information disappears into folders, inboxes, and SharePoint-like environments where no one has a clear overview anymore.

A well-designed document control system ensures that:

• it is always clear which version of a document is valid,
• the origin of information is transparent (who changed what, and when),
• documents are uniformly classified and remain easy to find.

It is essential to implement clear workflows for document management. We distinguish between official project documents (with legal or contractual value) and working documents, to prevent confusion about which materials are authoritative. Our approach brings calm, structure, and clarity, crucial in projects with many stakeholders and high documentation demands.

Document control as risk

In many projects, claims, delays, or escalations arise because it’s unclear what was agreed upon or approved, and when. A missing signature, the wrong version in circulation, or an incomplete decision memo, small errors with major consequences.

Document control mitigates these risks by:

• recording approval processes,
• managing and automatically archiving versions,
• linking decisions to clear document statuses (draft, review, approved, final).

This is especially vital in contractual environments (UAV-GC, FIDIC, DBFM). It is crucial to always be able to fall back on accurate, complete, and accessible project records, contributing to legally strong positions and smoother collaboration.

Information as a steering instrument: document control within project controls

Document control does not stand alone, but feeds into all other aspects of project controls: scheduling, progress, risk, and finance. Think of:

• making the right drawings available before execution,
• tracking decision documents for scope changes,
• logging meeting minutes as a formal basis for agreements.

At BAEKEN, we integrate document control with scheduling and management systems. This way, we can automatically link information to project phases, deadlines, and checks. Document control then becomes more than storage: it becomes an active source of insight and control.

Conclusion: reliable information, reliable projects

Without clear and reliable documentation, the rest of project controls stands on shaky ground. At BAEKEN, we make document control an integral part of project controls, not a bottleneck, but an accelerator.

Our approach ensures:

• clarity and overview in complex document flows,
• minimization of errors and risks,
• and maximum reliability in collaboration and decision-making.

Document control may not be the most visible part of a project, but it is the most decisive when it comes to control, grip, quality, and trust.