Course Overview
On a capital project the document controller is the custodian of the contractual record. Every drawing issued for construction, every submittal returned with a review code and every superseded revision must be traceable, correctly numbered and available to the right organization at the right time. When document control fails, the consequences appear as construction from superseded drawings, disputed claims and handover packages that cannot be closed.
Document Control Professional takes learners beyond day-to-day Aconex use into the practices that owners, PMCs and EPC contractors expect of a professional document controller. Over two hands-on days, learners apply document numbering conventions, metadata governance, bulk upload and supersession, transmittal discipline, Supplier Documents submittal management, register reporting and handover preparation, working on a realistic giga-project dataset with multiple organizations, disciplines and contract packages.
Target Audience
- Document controllers and senior document controllers on owner, PMC, consultant or contractor teams
- Information managers and document control leads responsible for a project or package register
- Engineering and design coordinators who manage submittals and drawing issues
- Contractor and supplier personnel responsible for vendor document submissions
- Quality and contracts staff who rely on the document record for audits and claims
- Graduates of ACX-101 moving into a dedicated document control role
Prerequisites
- ACX-101 Aconex Fundamentals, or at least three months of regular Aconex use on a live project
- Working knowledge of construction document types: drawings, specifications, method statements, material submittals
- Confident use of Microsoft Excel for sorting, filtering and lookup of register data
- A laptop with a modern web browser; Academy training accounts are provided
Learning Objectives
- Describe the document controller's responsibilities within a project information management framework and the contract
- Apply a project document numbering convention and validate metadata against the project's field configuration
- Upload and supersede large document sets accurately using bulk upload and register import techniques
- Control document status and revision sequences from issued for review through issued for construction and as-built
- Issue, track and reconcile transmittals, including reasons for issue and acknowledgement follow-up
- Manage vendor and contractor submittals through Supplier Documents, including review codes and resubmission cycles
- Produce register, transmittal and overdue reports that support progress meetings and audits
- Diagnose and correct common register quality issues such as duplicate numbers, orphan revisions and incorrect status
- Prepare document sets for handover, archiving and project close-out
Detailed Course Outline
1Day 1 · Module 1: The professional document control function
- Document control within the project information management framework
- Contractual obligations: issue, receipt, review periods and deemed approval
- Organization-based ownership of documents in Aconex
- Roles and permissions a document controller needs, and why
- Document control procedures and the project execution plan
2Day 1 · Module 2: Numbering conventions and metadata governance
- Anatomy of a project document number: originator, package, discipline, type, sequence
- How project document fields, mandatory fields and select lists are configured
- Revision schemes: alphabetic, numeric and prefixed revisions
- Status values and their meaning: IFR, IFA, IFC, as-built, superseded, void
- Metadata quality checks before upload
3Day 1 · Module 3: Bulk upload and register import
- Multiple file upload and the upload metadata grid
- Preparing a register import in Excel and matching files to rows
- Uploading new revisions in bulk and confirming supersession
- Handling rejected uploads, locked documents and duplicate numbers
- Using the temporary files area as a controlled staging step
4Day 1 · Module 4: Revision and status control
- The document lifecycle from first issue to as-built
- Changing metadata versus issuing a new revision
- Document history, audit trail and who changed what
- Superseded and void documents: preventing use of outdated information
- Controlled access to confidential documents
5Day 1 · Module 5: Transmittal discipline
- Transmittal mail types and reasons for issue
- Distribution matrices by discipline, package and organization
- Tracking acknowledgement and response-required transmittals
- Reconciling transmittal history against the register
- Common transmittal errors and their contractual consequences
6Day 2 · Module 6: Supplier Documents and submittal management
- Supplier Documents packages, schedules and planned submission dates
- Contractor and vendor submission process
- Review routing, review codes and consolidated responses
- Resubmission cycles and overdue submittals
- Linking submittals to procurement and construction milestones
7Day 2 · Module 7: Register reporting and monitoring
- Saved searches as control views for daily work
- Register, transmittal and mail reports exported to Excel
- Overdue review and overdue response reporting
- Document KPIs: turnaround time, first-time approval rate, backlog by discipline
- Preparing document control input for weekly and monthly progress reports
8Day 2 · Module 8: Register quality and audit readiness
- Register health checks: duplicates, missing metadata, orphan revisions, wrong status
- Correcting errors without breaking the audit trail
- Supporting quality audits and ISO 9001 document control requirements
- Evidence for claims and disputes: retrieving the record of what was issued and when
9Day 2 · Module 9: Handover, archiving and close-out
- Handover document requirements: as-builts, O&M manuals, certificates
- Assembling handover packages from the register
- Final register verification and sign-off
- Archiving and project close-out exports
- Lessons learned for the next project
Learning Outcomes
- Operate as the accountable document controller for a project, package or organization on Aconex
- Maintain a register that is complete, correctly numbered and free of status errors
- Issue and reconcile transmittals that stand up to contractual scrutiny
- Keep vendor and contractor submittal cycles moving and visible to management
- Produce document control KPIs and reports for progress meetings without manual rework
- Retrieve the complete issue and review history of any document for audits, claims or handover
- Prepare handover document sets that the owner can accept the first time
Hands-on Workshops & Practical Exercises
Numbering and metadata clinic
Validate a contractor's 60-document register against the project numbering convention and field configuration, correcting every error before upload.
Bulk submission lab
Stage, upload and supersede a multi-discipline drawing package using the upload grid and an Excel register import, then prove supersession through document history.
Transmittal reconciliation
Reconcile a month of transmittal history against the register and identify documents that were issued without a valid reason for issue or acknowledgement.
Supplier Documents cycle
Run a vendor submittal from package set-up through review, rejection with comments, resubmission and final approval with the correct review code.
Document control KPI pack
Build a weekly document control report showing backlog, overdue reviews and turnaround by discipline from exported Aconex data.
Capstone: Register audit and handover
Audit a deliberately flawed project register, document and correct the findings, and assemble a verified handover package for a completed building.
Duration
Delivered as two consecutive full days in the classroom, or as four live online sessions of 3.5 hours over two weeks.
Delivery Methods
Online
Live, instructor-led virtual classroom in four 3.5-hour sessions, with individual Academy lab accounts and a guided practical assignment between sessions.
Classroom
Two-day public course at the Academy in Riyadh and regional venues, with a multi-organization lab project per learner group.
On-site Corporate Training
Private cohort at your premises, built around your project's numbering convention, document fields, status codes and document control procedure.
Assessment Method
- Continuous practical assessment during the workshops
- End-of-course online exam (30 questions, 70% pass mark)
- Practical assignment: audit, correct and report on a sample project register
- Minimum 80% attendance
Certificate Awarded
Arkan Academy · Practitioner
Arkan Certificate of Achievement: Oracle Aconex Document Control Professional
Awarded to learners who meet the attendance requirement, pass the exam and complete the practical assignment. Carries a unique verification ID and 14 recorded learning hours.
ID · ARK-ACX-201-XXXXXX
Career Benefits
- Qualify for document controller and senior document controller roles on owner, PMC and EPC projects
- Demonstrate the register discipline that auditors, contract managers and claims teams rely on
- Move from processing documents to managing the document control function and its KPIs
- Build a recognized step towards information management and Aconex administration roles
- Support handover and close-out, a skill in short supply on giga-projects approaching completion
Recommended Next Course
Professional Competencies Achieved
- Document numbering and metadata governanceAdvanced
- Revision and status controlAdvanced
- Transmittal managementPractitioner
- Submittal and vendor document managementPractitioner
- Document control reporting and KPIsPractitioner
- Handover and close-out preparationWorking
Talent Development & Career Opportunities
Distinction graduates of this course are typically considered for document controller placements on giga-project packages, register clean-up and migration assignments, and handover support teams on projects nearing completion.
Participants who achieve an overall assessment score above 90% graduate with Distinction and may be enrolled in the Arkan Talent Development Program.
Outstanding graduates may receive:
- Internship opportunities
- Exposure to PMIS implementation projects
- Mentorship from senior Arkan consultants
- Recommendation letters
- Career guidance sessions
- Candidate referrals to partner organizations through Arkan Talent
- Opportunities to participate in PMIS deployment, PMO setup and digital transformation projects
Disclaimer: Enrolment in the Talent Development Program and any of the opportunities above are not guaranteed and do not constitute an offer or promise of employment. Exceptional performers may be considered for future project opportunities based on business needs, individual performance, availability of suitable roles and client requirements. Referrals and placements remain subject to the selection processes of Arkan and its partner organizations.