Construction Document Management

Man holding blueprints

Construction Document Management

At CrewTracks, we focus on field management for construction companies. That means our document management is not related so much to pre-job planning as it is to communication with the crew on a job site once work begins. This could mean one-way communication to the job site such as a mobilization map, or it could mean two-way communication including checkboxes, dropdowns, text boxes, and signature fields that will supply the office with needed data.

Check out the video for a quick preview, and continue reading for a bit of advice about construction documents and a bunch of free documents ready for electronic use.

How do you organize construction documents?

Simply put, you should organize your construction documents electronically. Even if a physical document exists, at least take a photo of it and include it in your digital records.

Before touching on how CrewTracks organizes documents, it’s important to understand that CrewTracks takes care of a lot of would-be paperwork via native features of our software. In theory, you could use CrewTracks’ document management features for everything: timesheets, equipment logs, production tracking, jobsite notes and photos, etc. But there is no need to use document management for those things, because we have much simpler and more intuitive ways of helping you handle that data. Click on each of the links above to learn more about our app’s native features.

That said, if you have a need that our native features don’t cover, document management will pick up the slack. This includes specific documents that you must use for compliance, customer satisfaction, or proprietary reasons.

CrewTracks makes document organization super simple. Every job automatically has a folder associated with it. Simply put that job’s documents into its folder. However, you can also create sub-folders if you have so many documents that it makes sense to organize them further.

Furthermore, CrewTracks automatically creates a folder for each crew, each piece of equipment, and each daily schedule. So if you set up a daily schedule for a certain crew, and that schedule includes a few pieces of equipment and two jobs, our mobile app will automatically display a folder for each of those items included on the schedule. This way, field crews have the information they need, and no extra clutter that they don’t need. Additionally, CrewTracks includes an “Organization Documents” folder that is visible to everyone every day, regardless of what items appear on their schedule.

Finally, notes and photos in CrewTracks must always be attached to a job. Received a delivery on the jobsite along with physical paperwork? No problem. Snap a photo of the paperwork, and even if the paper gets lost, the document is already attached to the job.

Free Construction Document Examples

Here are 13 examples of construction documents. The video above shows a few of these documents at work in CrewTracks, but you can simply snag these documents and use them in any program that can view and fill out PDFs.

The headings below are links. Click a heading to view the document.

Excavation Site Checklist (ugly)

Yup, we’re starting with the ugly one. The only reason we’re including this is to show you that yes, even your old copy of a copy of copy can easily be prepared for digital use. However, we can also rebuild the document for you, like this:

Excavation Site Checklist (rebuilt)

This is the same checklist as above, but rebuilt from scratch so that it looks cleaner. Use this checklist to ensure that an excavation site has been properly inspected before work begins.

Job Hazard Analysis (simple)

This Job Hazard Analysis (JHA) is applicable to many construction industries. If you don’t have an electronic JHA for your crews, snag this one and use it tomorrow!

Job Hazard Analysis (thorough)

This JHA demonstrates some of the functionality many people don’t realize is possible in a PDF. The top portion is fairly standard, with text boxes to fill out as well as a signature field. However, the analysis of each job step or task includes dropdown fields to save time, as well as math to calculate the risk score. The second page has space for names and initials – the initials fields are signature fields, meaning each crew member can sign their initials to indicate that they have been briefed on the hazard analysis. Finally, the document contains reference sections to ensure the it makes sense to the person filling it out.

Job Safety Analysis (tower)

This Job Safety Analysis (JSA) is based on the National Association of Tower Erectors JSA. We prepared this document for one of our tower erector customers, and thought we’d share it here as well. If you’re a tower erector, here you go! Free JSA that’s ready to be filled out electronically.

General Scaffold Inspection

We work with a lot of scaffolding companies. This is exactly what one of our customers uses every day.

Weekly Expenses Report

This document has 20 rows for listing expenses, as well as a “category” column containing dropdown fields for common expense categories. It also automatically totals all of the amounts at the bottom of the page. The following five pages contain 4 photo fields each. Those pages might not be as useful without an app like CrewTracks that will allow you to import or take photos to fill those fields, but the idea is to attach photos of receipts for the expenses listed on the first page. Feel free to snag this document and just use the first page if that’s easier.

Equipment Inspection Forms

The remaining documents are inspection forms for various pieces of equipment:

  • Daily Vehicle Inspection Report (DVIR)
    This is the exact document one of our customers uses to satisfy the Federal Motor Carrier Safety Regulations for Commercial Drivers. It includes inspection items for cars as well as trucks and tractor trailers.
  • Vehicle Inspection Checklist
    This inspection checklist is intended for smaller cars and trucks, not large tractor trailers.
  • Skid Loader
    This is a really nice form one of our customers picked up from ivestraining.com. The document indicates that it can be reproduced without permission, so here you go! We kept all the Ives information on the form so you can reach out to them for more information if you’d like. We’re grateful to them for making it easier for us to meet our customers’ needs.
  • Semi Tractor
    This is a fairly simple Tractor Pre-Use Checklist. If your drivers aren’t accustomed to filling out an inspection form every single day, this might be a good one to start with.
  • Excavator
    This is another Ives form. It includes three checkboxes for each item to indicate whether that item is “OK,” “Not OK,” or “N/A.” We’ve configured the PDF so that only one checkbox from each group can be selected at a time. Little shortcuts like that give digital documents a leg up on physical documents. No scribbles, eraser marks, or ambiguity about which box is meant to be checked.
  • Dozer
    This is a really simple inspection form. Instead of checkbox groups like the Excavator form has, this form takes a simpler approach: one checkbox for each item. Just check the box to indicate the item was inspected, and then use Comments area to indicate any issues.

We love to help

At CrewTracks, our purpose is to help and innovate for the people who build and maintain our world. We sincerely hope these free construction documents will serve your company well, whether you ever get in touch with us or not. However, if you’d like to take a look at how CrewTracks can help you make the most of your construction documents as well as simplify your daily reporting and weekly payroll processing, schedule a free demo and we’ll see if we can help.

Or, if you simply want to ask a few questions, drop us a line here or give us a call at 801-742-5555.

"We chose CrewTracks for the software and the people."

Michele Farinaccio,
Eagle Scaffolding Services, Inc.

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