Document Control System for Major Projects: Driving Digital Transformation

Major EPC projects generate vast amounts of technical documentation that must be accurate, accessible, and well-managed throughout the project lifecycle. Without an efficient document control system, errors and delays can quickly escalate. In this blog, I’ll explain why traditional systems often fall short, and how Proarc Engineering Document Management Software (EDMS) is reimagining document control through automated workflows, structured collaboration, and a central, reliable repository that supports best practices and drives digital transformation across engineering, procurement, and construction teams. 

Contents

• Why Do Major EPC Projects Need Document Control?
• Why Do Traditional Document Control Systems Fall Short? 
• How Is Proarc Reimagining Document Control?
• How Proarc Supports Digital Transformation in EPC Organisations
• Summary: Proarc, the Document Control System EPC Projects Trust
• Document Control System FAQs

Why Do Major EPC Projects Need a Document Control System? 

In large-scale EPC projects, documentation is the foundation of coordination across engineering, procurement, and construction teams. With thousands of documents flowing between suppliers, contractors, and clients, even small errors or delays can have costly consequences.

A document control system purpose-built for major projects ensures that every file is accounted for, reviewed, and delivered in the right format at the right time. It’s how teams maintain traceability, meet compliance requirements, and keep projects moving forward. Without it, the risk of miscommunication, errors, and missed deadlines increases dramatically. 

Why Do Traditional Document Control Systems Fall Short? 

You’ve probably seen traditional systems for document control, such as physical filing, spreadsheets, and manual record-keeping, struggle to keep up with the demands of EPC projects. This is due to: 

• No early-stage validation: They don’t support enforcing standardised formats or numbering before documents are submitted. 
• Rigid review workflows: Limited visibility into team workloads and no easy way to reassign tasks. 
  
• Poor client-specific delivery support: Difficulty issuing documents in varied formats or uploading to individual client portals. 
  
• Lack of schedule integration: No connection to project planning tools like Primavera P6, leaving document control disconnected from critical path tracking. 
  

How is Proarc Reimagining the Document Control System?

Most document control systems wait for files to show up, and it then becomes a scramble to sort them. Proarc flips that approach: it helps teams pre-allocate documents by assigning document numbers and metadata before anything’s submitted, so suppliers know exactly what’s expected from the start.

Proarc’s validation rules automatically reject documents that don’t meet project standards, saving time and cutting down on back-and-forth. Document controllers get full visibility into workloads, with tools to track tasks, reassign reviews, and keep everything flowing.

It connects directly with project schedules and automates key processes like package replanning, outbound transmittals, and comment sheet generation. It also supports automatic updates to document metadata and due dates based on workflow progress. While bulk import is flexible and rule-driven, automation features like watched folders and event-triggered alerts help teams stay ahead of deadlines and reduce manual oversight.

How Proarc Supports Digital Transformation in EPC Organisations

Proarc is a document control system designed specifically for engineering document control, offering tools that directly address the challenges EPC projects face. These include: 

Standardisation & Validation 

Document controllers can define flexible metadata rules for numbering, classification, and validation, ensuring every submission aligns with project standards. Multiple metadata layouts make it easier for users to find and manage documents using tailored views.

Proarc also includes standard classification templates, such as NORSOK, to help teams meet industry-specific requirements. These features ensure structured, reliable documentation throughout the project lifecycle.

Process Efficiency 

Proarc enhances operational efficiency by automating and simplifying key document control tasks with: 

• Group Inboxes & Activity Lists: Centralised task management tools provide full visibility into document review status, helping teams track progress and avoid bottlenecks. Tasks can be reassigned or delegated to balance workloads and maintain momentum. 
• Copy Documents Add-on: Designed for power users, this feature streamlines batch file copying, significantly reducing time spent on repetitive operations. 
• Document Organizer Add-on: Facilitates accurate and efficient document handover by automating the compilation process. This reduces the risk of errors and delays typically associated with manual documentation assembly. 

Collaboration 

Proarc supports structured, secure, and real-time collaboration across teams and stakeholders through: 

• ProView Markup & Annotations: Allows users to review and comment on documents directly within Proarc, streamlining feedback loops. 
• Collaboration Room Add-on: A dedicated, cloud-based workspace for multi-user collaboration on specific documents and workflows. It synchronises in real-time with Proarc Online, ensuring consistency and up-to-date information across platforms. 
• AutoCAD File Reference Management: Maintains the integrity of complex AutoCAD file structures by managing master-dependent relationships. This supports accurate collaboration, workflow assignments, and lifecycle tracking from check-in to handover. 

Automation & Bulk Operations

Proarc reduces manual workload through a range of automation and bulk processing tools designed to streamline document control tasks: 

• Bulk Import & Export: Flexible handling of files and metadata, including revision-level attributes, validation rules, and layout definitions. Imports can be scheduled or triggered via watched folders for increased automation. 
• Bulk Copy & Paste: Enables efficient transfer of document numbers from search results into workflow lists, saving time on repetitive tasks. 
• Bulk Allocation: Allows pre-allocation of document profiles and numbers before document creation. These can be linked to packages for better planning and tracking. 
• Packages Replanning: Automatically adjusts planned due dates based on actual workflow completion, helping teams stay aligned with project timelines. 
• Notifications & Alerts: Event-driven alerts notify users of key activities, potential issues, or escalation triggers, ensuring timely follow-up. 
• Actioning & Expediting: Workflow tools and reports provide visibility into progress and support rule-based automation, such as auto-assigning overdue tasks. 
• Outbound Transmittals: While transmittals themselves are not fully automated, Proarc supports the process with tools for organising, validating, and distributing outgoing documents. It can automatically generate PDF comment sheets and transmittal cover sheets to support consistency and reduce manual formatting. 

Integration with Project Tools

Proarc integrates directly with Primavera P6, aligning document workflows with the project’s critical path. Its REST API allows compatibility with other platforms and it supports specific integrations, ensuring seamless data flow across tools. 

Summary: Proarc, the Document Control System EPC Projects Trust

EPC projects demand more than basic document control systems: they require a document control system built to help manage the volumes of complex documents on major projects. Proarc Engineering Document Control Software has transformed the practice of document control from a bottleneck into a strategic advantage. With built-in validation, process automation, and integration capabilities, Proarc empowers teams with reliable information and helps drive quality across the project lifecycle, which is why EPC projects have trusted Proarc for more than 30 years. 

Ready to see it in action? Request a demo with the Proarc team today and discover how we can help streamline document control for your EPC project.