Streamlining Construction Document Management
with M-Files

Construction projects generate a large amount of documentation across multiple stages, and keeping that information organised was becoming increasingly difficult. Documents were often stored across different locations, including shared drives, personal desktops, emails, and spreadsheets. This fragmented approach made it difficult to quickly locate the correct document or determine whether the latest version was being used.

Eric Anderson, Director of Anderson Construction Ltd., explains that the regulatory environment in construction makes document management particularly important.

“The bureaucracy and paperwork involved in getting a structure from concept to completion is phenomenal. To be successful in this industry it’s crucial to manage these documents effectively and to be able to find the document we need without delay.”

The business also lacked a reliable way to track document activity and maintain clear traceability. With so many files being created and updated over long project timelines, it was difficult to determine who had made changes or when documents had been shared.

“Given the complexity and volume of documents, we needed to be able to trace files — to see when they were shared or updated and who had made changes.”

In addition, some processes relied on manual systems such as Excel spreadsheets to track certifications and materials used in construction. These processes were time-consuming and increased the risk of errors. The team also needed a way to enforce structured workflows for tasks such as approvals and project actions, ensuring that the right people completed the right steps at the right time.

Through their relationship with Manux Solutions, an M-Files partner, Anderson Construction was introduced to the M-Files document management platform. M-Files provided the functionality the business needed to centralise document storage while improving searchability, governance, and workflow management.

Unlike traditional file systems that rely on folder structures, M-Files allows users to locate documents based on their content and metadata. This meant that staff no longer needed to remember where a document had been saved. Instead, they could simply search for the information contained within the document and retrieve it instantly.

The implementation process was straightforward, allowing the team to begin using the system quickly.

“M-Files ticked all the boxes and provided the functionality we needed to overcome our document management challenges,” Eric says.

Since implementation, Anderson Construction has introduced several automated workflows that have simplified daily operations. One example is the invoice approval process. When invoices are received from suppliers, they now enter an automated workflow that manages the review and approval process before payment.

The system requires two approvals before an invoice can move to the next stage. Managers can approve, reject, or place the invoice on hold if additional confirmation is required. Once approved, the invoice is automatically coded and passed into the accounting system for payment.

“That workflow delivers governance and integrity that we didn’t have previously,” Eric explains.

Another key benefit is the ability for staff to access documents remotely. Because project managers frequently work on building sites, having instant access to documents from any device allows them to quickly verify details such as building permissions or construction plans.