Document control where precision meets performance.
Welcome to Grafibee’s Document Control Services — transforming scattered drawings, emails and PDFs into structured, searchable, audit‑ready systems for mining, cement and heavy‑industry projects.
Why choose Grafibee for document control?
We bring structure, precision and audit‑ready workflows to your engineering, construction and corporate documentation so site, office and client teams always work from the latest approved copy.
Core document control services
From numbering and metadata to transmittals and dashboards, Grafibee plugs into your existing tools and brings order to high‑volume project documentation.
Document numbering systems
Structured codes for drawings, datasheets, procedures and vendor docs by discipline, area and package — easy for engineers and auditors to follow.
Revision & version control
Controlled revisions with clear status (IFC, IFA, As‑Built) so construction and commissioning never build from superseded drawings.
Project document management
Central registers, metadata mapping and lifecycle rules tailored for mining and cement EPC projects across FEED, execution and handover.
Transmittals & submittals
Outbound and inbound transmittals to clients, consultants and vendors with full logs, overdue tracking and follow‑up until acceptance.
EDMS setup & admin
Configuration, permission schemes and daily admin for Aconex, Procore, Asite, SharePoint or your in‑house EDMS.
Compliance & ISO standards
Workflows aligned with ISO 9001, ISO 27001 and major EPC documentation standards to stay ready for audits and client reviews.
Document control dashboards
Grafibee‑branded Power BI dashboards showing aging, overdue actions, volume by discipline, RFI/CCR loops and handover readiness.
Technical writing & publishing
Professional manuals and procedures using Adobe FrameMaker, ready for printing, client portals and archival.
From chaos to controlled, in 90 days
See how your documentation flow looks before and after a structured document control implementation.
- Multiple “final” drawings exist with no clear status.
- Site teams build from outdated PDFs forwarded on WhatsApp.
- Transmittal logs live in separate Excel files.
- Audits and claims become slow and stressful.
- Every file has a controlled number, status and revision history.
- Client, consultant and vendor comments tracked to closure.
- Dashboards show risks early — overdue actions, missing approvals.
- Handover packages export in days, not months.
Our implementation process
Clear, industry‑tested steps to move your mining or cement project into a controlled environment without slowing site work.
We map current flows — drawings, vendor docs, emails, approvals — and capture project‑specific requirements, contracts and standards.
Numbering, registers, workflows and EDMS configuration are proposed with clear RACI and SLAs, then approved by your project leadership.
Existing folders and emails are classified, renamed and loaded into the new structure without losing history or links.
Dedicated document controllers run day‑to‑day operations, publish Power BI dashboards and support audits, claims and handover.
Trusted by operations & project teams
Outsource document control to a specialised team instead of stretching engineers or site admins beyond their core roles.
“For our limestone mine expansion, Grafibee cleaned up three years of drawings and vendor documents. Audits are smoother and site teams finally trust the document register.”
“Our cement plant upgrade had over 40 vendors on Aconex. Grafibee’s controllers managed all transmittals and responses while our team focused on site execution.”
“Their Power BI dashboards gave management a real‑time view of documentation risks across multiple projects — something we never had before.”
Flexible outsourcing options
Choose the level of document control support that matches your current phase and document volume.
Starter Support
- 1 dedicated document controller (part‑time).
- Basic registers & numbering for drawings and vendor docs.
- Email‑based transmittal log and monthly status report.
Project‑Based DC Cell
- 2–3 document controllers aligned to your project shifts.
- EDMS setup (Aconex / SharePoint / Asite) & workflow automation.
- Weekly Power BI dashboard and audit‑ready registers.
Enterprise Desk
- Centralised documentation hub with SLAs and escalation paths.
- Template design for SOPs, manuals and project handover.
- 24/5 support window covering global time zones.
Share your requirement
Tell us about your mining or cement project and we’ll send a tailored outsourcing proposal within 1–2 business days.