Construction

Document Security

Once stored in our document management software, documents are safe from loss, damage or duplication.  With high levels of security including two factor authentication and strict access rights, data is routinely backed-up in separate data centres.

A document management system for the construction industry means all project documents can be quickly found and easily linked together.  If a project file is required externally, the relevant documents can be exported at the push of a button.

Document Control

Our document management software offers high levels of document control.   It can clearly provide the full history of a document, including different versions, changes made, by who, and when the changes were made, and ensures only the current version of a document is shown to non-edit access users.  This makes construction audits a breeze.

Documents can be annotated and highlighted with digital stamps for approvals, enabling work to be carried out in the same way as it could with paper.  The original document is always available to revert back to when needed.

Customised Workflows

Document workflows and approval processes are much easier to control with construction document management software.  Where construction firms previously had to tediously record project costs using Excel spreadsheets, our document management software can split invoice amounts with a digital workflow and transfer them to an integrated accounts or ERP system.  This removes manual steps and increases efficiency.

Workflows can be customised to follow or enhance existing business rules, enabling processes to flow seamlessly.  Likewise, user accessibility can also be customised so certain documents are only accessible to those with the right permissions.

The Solution

When using a document management system, it becomes a single source of truth.  It's the only place employees need to store and subsequently search for documents.  

Machine learning within the software converts document content into index terms, and it's these index terms which employees use to search for stored information.  This happens automatically and removes error-prone manual data entry.

Full Optical Character Recognition (OCR) of every document also enables the document management system to bring back none-indexed data. 

Document types are selected from pre-configured, uniform lists, preventing spelling mistakes or inconsistences.  For example, when bid documents are given the document type of 'bid document', no other variation such as bidding document or tender can be selected.

Additionally, our document management solution integrates with a variety of third-party software so all your applications act like one.  It means employees no longer need to leave one system to find the information stored in another.

Cloud Solutions

With cloud document management software, construction businesses can access documents while in the office or out on-site.

As project managers spend a lot of their time site, having the ability to approve invoices or review contacts on a mobile device, means document based work isn't hindered by this lack of permanent location. 

With cloud solutions, organisations don't have the hassle of maintaining servers and benefit from regular, scheduled software updates.

Finch Aggregates

Finch Aggregates, a family-run business based in Blackburn, Lancashire, has been a trusted supplier of sand, aggregates, and soil to the construction industry for over 40 years. With a strong customer base across the UK, their focus on quality and customer service has driven growth through word of mouth.

Facing challenges from a heavily paper-based order and invoicing system, Finch Aggregates partnered with DocTech to streamline their operations. By implementing DocuWare’s cloud-based document management solution, the company now benefits from automated data capture, intelligent indexing, and seamless integration with their ERP system (Sage 200).

This transformation has drastically reduced manual tasks, improved document retrieval times, and enabled the business to scale more efficiently even during their busiest periods. Looking ahead, Finch Aggregates plans to expand digital workflows across other departments, ensuring continued growth and operational efficiency.

Lagan Construction

Lagan Construction Services, delivers expert Asset Management, Construction, and Fit-Out services across the UK.

Faced with rising volumes of paperwork over 12,000 engineer reports and 3,000 invoices monthly—the company sought a smarter, more efficient document handling solution.

In partnership with DocTech, they implemented DocuWare, a flexible, integrated document management system that streamlined their processes and eliminated time-consuming paper-based workflows.

Fully integrated with their CAFM and accounting systems, DocuWare enables remote access to vital documents, secure sharing with partners, and simplified reporting through Crystal Reports.

With a rapid rollout completed in just six weeks, Lagan Construction Services has significantly improved operational transparency, reduced archiving costs, and ensured scalability for future growth.