It’s always a challenge to keep the current drawings and sketches in everyone’s hands on the job site. It seems virtually all owners change their minds during construction. That makes sense, since good design really is an iterative process and it doesn’t stop just because construction starts.

So how do we make sure the folks on the job site actually have the most current information? I’m proposing a cloud computing solution that will help in several ways.

First, use Box.net to keep the most current documents for the project. You will probably want to keep older design and bid sets on Box.net as well, so I propose having a Dead files and a Current files section for each project. Then only give access to all project stake-holders to the Current files section.

By keeping a Current files section, all project stake-holders can bookmark that page and not have to change their bookmark as drawings change. When sending out the Box.net link, include an instruction like:

You may want to bookmark this link in your internet browser for future reference. If you create a bookmark category for “Projects” and keep all your Box.net bookmarks there, you will easily be able to find all the current project information any time you have internet availability. I will strive to keep only current project information on this link. I will remove old files and put new approved files at this link. I will try to include design, schedule, meeting minutes and other current project information.

The PM must manage that Current files section, then, to move out old info and keep it current. This procedure should help assure that subcontractors don’t pull old drawings out to print that are no longer current. It also gives an internet link for all current info for a quick check to determine what’s out of date and what’s current.

Box.net gives a free personal account with a 5GB limit. The do restrict the ability to upload and download in file groups with the free account, but it works fairly well. Many contractors could simply use the free accounts.

The Box.net paid personal account costs $10 US/month and gives 25GB of storage with a max 1 GB file size. This is the option I use. With all my projects, I’m only up to less than 2 GB of storage. I never have a problem with the 1 GB max file size.

The Box.net business solution costs $15US/user/month and allows 1000 GB of storage and a max file size of 2 GB. It seems a firm would need to be quite large to need this option.

This simple procedure to keep project info current on Box.net and shared with all project stake-holders can help you operate at the highest level of project efficiency. Few big construction firms get this important step right. If you do, you’ll have a big advantage.