Digital Document Control System for Post-Contract Management

Abstract

Post-contract document management is vital for cost control, variation evaluation, and claims management in construction projects. Nevertheless, most Quantity Surveying companies still use manual methods for drawing distribution, such as email and shared drives. The consequences of these methods include confusion over document versions, remeasurement errors, and delays in processing variation orders, all of which negatively impact project financial performance. Although there have been digital and AI-based tools, the literature on their applicability to post-contract quantity surveying processes is limited and under-researched. This paper has used a workflow and system analysis, along with a dedicated literature review, to investigate current practices in manual document control and to develop and test a centralized Digital Document Control System (DDCS) on an AI-enhanced Procore platform. The results showed that the suggested digital workflow reduced manual cross-checking, increased drawing traceability, and improved the accuracy and efficiency of variation identification and remeasurement. The research provided a practical, scalable model for enhancing post-contract document control, thereby improving decision-making, reducing conflict, and increasing efficiency in project delivery.