Rolled up blue print construction documents.

What is Document Distribution?

Read time: 3 minutes  |  Author: PRI Graphics  |  Posted: May 30th, 2023

In the realm of engineering and construction, an effective document management and distribution system is critical. This system must seamlessly categorize, manage, distribute, and ensure constant availability of important documents to all project stakeholders.

Every engineering or construction project undergoes a myriad of alterations and updates throughout its lifespan. The need to track, store, and make accessible all changes and versions of important documents is not just a necessity, but a lifeline of the project.

With this in mind, many architectural and engineering firms, alongside construction companies, put their faith in professional printing services for document management and storage. Firms like PRI Graphics & Signs, located in Phoenix, AZ, take on the responsibility of maintaining and managing all document versions. In addition, they develop a proficient document distribution system. This process covers the full spectrum of scanning and archiving, storing, duplicating, printing, and distributing on demand, any requested version of a document.

A construction or engineering project would meet a standstill without this consistent stream of information storage, retrieval, and distribution.

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Managing and Distributing Documents

A myriad of professionals, including architects, engineers, contractors, construction teams, and even administrative staff, rely heavily on an efficient document distribution system. Having swift access to all versions of a specific document is essential to their roles, and a proficient document distribution system ensures everyone is on the same page.

Document management and distribution encapsulate a broad range of components. This includes everything from architectural drawings and AEC printing to blueprint scanning and archiving, presentations, specifications, invoices, and beyond.

Project document distribution must also cater to the client’s preferred format, be it a physical printed copy or a digital version stored on a cloud-based platform and shared electronically.

Every stakeholder in the project must have real-time awareness of changes pertinent to their aspect of the venture. This allows potential safety, construction, or design concerns to be addressed promptly and effectively.

Man feeding a construction document into a large format scanner.

A Single Source of Truth

A successful project necessitates a thorough and accessible single source of truth throughout its tenure. This implies meticulously recording all alterations, acknowledging who authorized these changes, and tracking to whom (and when) the documents were disseminated.

Every project’s triumph relies on having a unified document distribution system that is strictly managed and monitored. Such a system maintains a digital trail of all document activities throughout the project’s development history.

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About PRI Graphics

With pride in serving clients across Phoenix and Arizona, PRI Graphics & Signs provides professional printing services coupled with project document distribution services for contractors, construction firms, engineers, architects, consultants, and owners.

Allow us to develop and manage a document distribution system for your upcoming project. Our services extend to color or monochrome printing services including CAD printing, digital small format printing, and wide format printing.

To delve further into document management and distribution, please reach out to us online or contact us at 602-393-3131. We’re also available through our toll-free number at 1-877-409-8889 or via email.

For additional information, see the related Wikipedia page entitled Document Management System.

About the Author

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PRI Graphics – Director, Marketing & Brand Management

PRI Graphics is a marketing and design expert who is passionate about new emerging trends in digital media and business strategy. A member of AMA with a PCM® in marketing management, he continues to strengthen his knowledge and skill sets in the marketing ecosystem. Prior to joining PRI, he pursued a career in filmmaking and carries on the passion for brand development.