1 Characteristics of project files
The uniqueness, integrity, multi-participation, periodicity and dynamics of engineering projects determine that engineering project archives have the characteristics of strong professionalism, complete sets, scattered formation, strong stages, frequent changes and diverse types.
1. 1 is very professional.
Each project has its own uniqueness and needs the participation of corresponding majors, so it is a highly professional and technical work. As far as railway construction projects are concerned, the professional and technical activities involved are mainly construction activities, and the whole project involves activities such as survey, design, infrastructure, scientific research and equipment installation. Therefore, project documents, as the recording materials of project construction, have distinct professional characteristics accordingly, and technical documents of different majors cannot be confused.
1.2 has strong completeness.
Integrity is an important feature of engineering project files, and we should strive to be complete in the collection and arrangement of project documents. The integrity of the project file is determined by the integrity of the construction project. For a specific construction project, it is a complete process from the initial project establishment, approval, bidding to design, construction and completion. The project document truly records this process and is complete. Specifically, the project documents include a series of materials such as pre-project documents, project design documents, project construction documents, project supervision documents and project completion acceptance documents, which reflect the whole picture of the construction project. Construction technical documents are generally accumulated by sub-items, divisions and units from local to whole. Construction enterprises mainly participate in construction projects as contractors, and there are also requirements for document integrity management in construction activities. At the same time, the generated construction documents are also an important part of the whole project documents, so it is necessary to effectively accumulate the construction technical documents to ensure the integrity of the construction documents themselves and even the whole construction project.
1.3 forms dispersion.
The construction project itself is also a huge project, involving multiple units and departments, which makes the formation of project documents scattered. The demand analysis of project archives management of this construction enterprise Yang Qiyan (archives of China Railway Construction Co., Ltd.) is scattered in two aspects: first, the project documents are formed in the construction unit, survey and design unit, construction unit, supervision unit and so on; Second, the project documents are scattered in relevant functional management departments of all parties, such as administrative department, planning and finance department, technology department, etc. Decentralization is a great challenge to the management of project documents, which requires not only the full-time document staff of the participants to collect and sort out their own relevant documents, but also the organizer to take the overall situation and ensure that all documents meet the requirements.
1.4 has a strong stage.
Construction projects have a long time span and a certain life cycle. The whole project includes construction organization design, design change, engineering construction, engineering test, completion acceptance and other stages, so a large number of engineering documents are formed in each stage. Therefore, from a macro point of view, the construction project documents have the characteristics of stages. Only when the project documents are managed synchronously in all stages of project implementation can we avoid the situation that the project documents are out of line and the management is not in place because of the long construction period and the large number of project documents. In addition, documents in different stages have different characteristics and are closely related to each other, which requires sorting and classifying documents in different stages in a targeted manner, while maintaining the organic connection between documents in different stages.
1.5 changes frequently.
The construction project has been in a dynamic state from project initiation to commencement, construction, trial operation, acceptance and subsequent maintenance and demolition. Due to the dynamic nature of the project, the project document is changeable. For example, in the process of project construction, design changes often occur, and the construction design documents need to be modified and supplemented to meet the construction requirements; In the use and maintenance stage of the project, with the needs of the user department and the transformation of production and operation, the nature and structure of its ownership may also change accordingly, thus causing changes in the construction project documents. Variability is a remarkable feature that distinguishes construction engineering documents from other documents. The accuracy and completeness of project documents can only be guaranteed by keeping the synchronous changes of project documents and projects.
1.6 variety
Construction project documents have the characteristics of diversity. First of all, there is diversity of vectors. The carriers of construction project documents include not only traditional paper carriers, but also photosensitive materials, magnetic media and optical disks. The diversity of carriers makes the project documents present various forms, such as paper documents, drawings, photos, audio and video files, microforms, electronic files and so on. Secondly, it has diversity in content. Construction project documents reflect the development of construction project activities, which involve administrative, financial, technical and other departments, thus forming documents, accounting, technical and other documents. The diversity of construction project documents reflects the complexity of project document management. Project document management should pay attention to the collection and arrangement of various carriers and various content documents.
2. Problems existing in traditional construction project document management methods
Due to the characteristics of strong professionalism, complete sets, scattered formation, strong stages, frequent changes and various types, higher requirements are put forward for the management of construction project documents. However, the traditional project document management method is a decentralized, closed, static and manual method, which has many problems, and it is difficult to achieve high-quality project document management, which affects the implementation and maintenance of the project to some extent. Specifically, the traditional document management has the following four problems.
2. 1 Manual management is inefficient and inaccurate.
The traditional project document management is manual, that is, the formation, collection, collation and retrieval of documents are all operated and managed manually, which is inefficient. However, a large number of construction project documents are limited by human, financial and material aspects, which undoubtedly makes the management of construction project documents worse. Even if there are enough personnel, talents and materials, it is impossible to fundamentally change the inefficient state of traditional document management, and it is also suspected of occupying too many resources. The carrier of construction documents of construction projects is paper, which is completely filled in by hand in the traditional project management mode. However, errors caused by paper, pen and ink, calculation, signature, report sequence, storage and other reasons occur from time to time in the process of document formation and arrangement, which affects the standardization and accuracy of construction documents. In some projects, the first person in charge of filling out the form, such as the builder or surveyor, does not fill out the form according to the field records of observation and measurement. If the data in the subentry project acceptance evaluation form is inconsistent with the data in the measurement record form, the auditor and the relevant person in charge will sign the form at will without careful inspection and verification. At the same time, in some construction projects, it is also found that the person in charge of the construction and supervision party signs the signature column of the inspection report. Some construction unit personnel also illegally changed the test data, and even found that the data in the parallel test and the sampling data of the supervisor were inaccurate.
2.2 Incomplete collection of project documents
Construction projects involve many responsible persons and have a long cycle. Therefore, the project document work is scattered in the horizontal responsible person dimension and the vertical time dimension, which largely causes the incomplete collection of project documents. Horizontally speaking, construction projects are multi-involved, with different qualifications of participants and high or low understanding of project documents. Some participants are busy with engineering construction, and usually do not pay attention to the collection of engineering data, and only after the completion of the project can they cope with the completion acceptance, resulting in defects in the documents; Some participants did not have a clear understanding of the documents to be collected, and the collection of project documents of various contents and carriers was incomplete and inaccurate, resulting in the omission of documents. From a vertical perspective, construction projects are not achieved overnight. It takes a long time from the initial proposal to the completion and post-maintenance of the project. At the same time, the project file has a long time span. In this long process, a slight negligence will cause a "gap" and lead to incomplete collection of project documents.
2.3 file management lags behind and file changes are not synchronized.
In engineering practice, the compilation of construction documents is seriously behind the actual progress of the project, and the authenticity of construction documents is difficult to guarantee because it is not synchronized with the compilation and filing. Because the time span of construction project from commencement to completion acceptance is long, and the time span of construction unit from document formation to summary arrangement is also long, and the construction documents are scattered in the hands of various construction units for a long time, there is objectively the possibility that the construction documents will be lost or tampered with under various interests. In some projects, subcontractors even detained construction documents that should have been filed because of project payment disputes. Project documents are written records of project construction. Only by keeping consistent with the project construction can it be authentic and traceable, and can it provide a reliable basis for safeguarding the legitimate rights and interests of enterprises in the future. However, the closure of traditional project documents leads to poor communication, which seriously affects the authenticity and traceability of project documents. In the process of project construction, design changes often occur. Project document managers only passively receive and bury their heads in sorting out, unable to track and check the changes of construction projects, unable to understand the changes of projects, unable to modify and supplement relevant construction documents in time, resulting in "distortion" of project documents and unable to play their due role as vouchers and references at critical moments.
2.4 Project documents are not standardized and quality management is difficult.
Multi-party participation in construction projects and unstable professional level of document managers lead to nonstandard project documents. Multi-party participation requires a high degree of coordination in project document management. The lack of communication, coordination and cohesion between the relevant departments and personnel within the construction unit has led to different management requirements for project construction documents, which has affected the standardization of project documents. The stability and quality of construction project document managers directly affect the standardization of project document management. Because some participants' project document managers are highly mobile, or there are no full-time document managers, only part-time or temporary personnel are deployed to sort out the project documents after the project is completed, which can not guarantee the quality of the project document managers to meet the requirements, resulting in irregular project documents. Due to the heavy workload of collecting and arranging construction documents, the manpower input of each unit is relatively insufficient, resulting in the phenomenon that the documents are not synchronized with the construction progress, which further makes the quality management process of "construction self-inspection → project inspection application → supervision re-inspection → quality approval" meaningless. The lag of data arrangement will inevitably lead to the further lag of project quality evaluation, and the second filling and calculation of quality evaluation will also increase the evaluation errors, which will further affect the timely monitoring of construction quality by the construction unit. Railway construction projects have many points, long lines and wide areas, so it is impossible to rely on construction, supervision or construction units to implement comprehensive construction quality control. As a true record and actual reflection of the construction situation, construction documents should become a very important and effective management tool for construction quality control. After the project is completed and accepted, these documents will become the most needed archival basis and legal evidence for post-project evaluation and even emergency rescue for a long time. It can be seen that the traditional project document management methods can no longer meet the needs of project document management, and we need to establish a new perspective, adopt advanced information technology to make up for its shortcomings, do a good job in related management according to the characteristics of project documents, and play an information support role for the development and maintenance of construction projects.
3. Requirements of archives management of construction projects
According to the above analysis, we can see that the quality of construction documents is facing many challenges. If the formation and exchange of construction documents remain in manual mode, the current situation of poor data accuracy, isolated storage, unsynchronized construction documents and projects, and inability to effectively assist project analysis and management will not be improved, and construction documents will fall into the dilemma of being formed for compilation and filed for acceptance. In order to avoid these problems, the project file management of the construction unit should meet the following requirements: efficient and intelligent on-site record management, whole process management of project documents, dynamic management of project documents and standardized management of project documents.
3. 1 Efficient and intelligent field record management
The original record of construction is the true reflection of construction process, construction technology and construction quality control. It is an important basis for quality assurance and traceability, and shall be truthfully filled in by the constructor at the construction site. However, librarians and part-time archivists often have a heavy workload due to their limited professional knowledge of file management, and their manual sorting and recording work is not standardized and accurate enough. They may face challenges such as scientific and reasonable paper composition and document title drafting. Using project document management system to do some work instead of librarians and part-time archivists can make some document management activities automatic and intelligent, which can not only improve work efficiency, but also help to improve the standardization and accuracy of document management.
3.2 Whole process management of project documents
In order to ensure the integrity, accuracy, safety and effectiveness of the quality of construction documents, it is required to manage the whole life cycle of construction documents, that is, from the collection and formation of documents and their materials to the exchange and filing. For the processing of a large number of construction original records, quality inspection, project supervision, acceptance evaluation and other aspects of data, it is necessary to be able to record and track quality accidents, and similar accident reports and statistical analysis can be directly carried out through the network, thus greatly improving work efficiency and ensuring quality management.
3.3 Dynamic management of project documents
The application of information system can't automatically solve all problems, but also must be based on the dynamic management of the whole process of the project itself. According to the quality control requirements of national construction project filing, the requirements of "three inclusion" and "four synchronization" should be followed. From the perspective of front-end control, "three inclusion" refers to the inclusion of the formation, accumulation and archiving of construction project documents and materials into the leadership's work schedule and work procedures, into various work plans, and into the economic responsibility system or post responsibility system of relevant personnel. From the point of view of whole process management, "four synchronizations" refers to the synchronization of issuing the project commencement task and putting forward the requirements of construction documents, checking the progress of the project plan and checking the formation of construction documents, checking and evaluating the project and checking and evaluating the quality of construction documents, and the synchronization of project payment and filing certificate issued by the archives department.
3.4 standardized management of project documents
Based on the comprehensive analysis of the relevant processes of engineering construction quality management, combined with computer technology, a reasonable database is constructed, which not only reduces the workload of data input by users, but also ensures the rigor and consistency of data, maintains the organic connection of various construction documents, and realizes the integration of digital information, which not only meets the requirements of total quality management for quality management system, but also meets the needs of the state for construction document filing management. The system should provide perfect data import, export and backup functions, and the data in the construction documents can be effectively saved for a long time and can be queried and called at any time.
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