An Investigation of Effective Document Management Strategies for Post-Contract Period Used by Consultant Quantity Surveyors in Sri Lanka

Abstract

In the construction industry, efficient document management is crucial for ensuring the successful completion of projects, compliance with regulations, and the delivery of high-quality results. The importance of proper document management becomes even more apparent during the post-contract period, as it governs essential processes such as project handover, maintenance, and future reference. Most studies have examined document management issues from the contractor’s perspective, leaving a gap in understanding how consultant Quantity Surveyors, who manage extensive documentation during the post-contract period, handle these challenges. This gap is critical, as poor practices cause disputes, delays, and weak claim administration, yet little research addresses it. This research aims to explore effective strategies for managing construction documents during the post-contract period by consultant quantity surveyors in Sri Lanka. An extensive literature review was conducted to identify existing document management strategies and assess their effectiveness. Mixed-methodology approach was adopted in this study. Data were collected through preliminary interviews, a comprehensive questionnaire survey, and semi-structured interviews with professionals in the construction industry. The questionnaire survey yielded 50 responses from industry professionals, which were analyzed using the Relative Importance Index (RII) analysis. Qualitative data were obtained from preliminary interviews with five industry experts and semi-structured interviews with an additional five experts, which were evaluated using thematic analysis. The research proposes current best practices for implementing document management systems (DMS) to support construction projects. Key aspects such as the evaluation of existing DMSs, identification of writing strategies, strategy implementation, challenges encountered, recommended solutions, and the effectiveness of document management strategies and standards are highlighted. The findings reveal a strong preference for physical records, driven by concerns over digital durability, security, and familiarity. The study identified for integrate digital DMS to enhance efficiency, security, and long-term accessibility, encouraging a gradual shift towards more sustainable, technology-driven practices in the industry.