The Problem
An engineering and EPC contractor managing projects across multiple sites was managing technical documents — engineering drawings, method statements, inspection and test plans, material certificates — through a combination of project-specific shared folders and email approvals. The document management problems were creating project risk at two levels. Internally, fabrication teams at contractor facilities were sometimes working from drawing revisions that had been superseded after design changes — because the distribution of revised drawings depended on the project manager remembering to notify each affected party. Externally, client document submissions were being delayed because the approval process for method statements and ITPs required chasing reviewers by phone and email, with no visibility into where specific approvals were stalling. One significant project had a client-issued non-conformance for fabrication against a superseded drawing revision — a ₹22 lakh rework cost that the company's own quality assessment concluded was avoidable with proper document control.
The Implementation
DoxCraft deployed as the company-wide document management platform across 4 project teams. Existing drawings and method statements migrated with revision history. Approval workflows configured for: internal review and approval, client submission and response tracking, and sub-contractor document distribution. Revision control enforced — superseded drawings no longer accessible through normal retrieval.
The Outcomes
- Zero instances of fabrication against superseded drawings in the 18 months following implementation — enforced version control preventing access to outdated revisions
- Client document submission approval cycle reduced by 60% — structured workflow with deadline management and escalation replacing email chain coordination
- Document retrieval time reduced from average 45 minutes to under 2 minutes — full-text search across all project documents replacing manual folder navigation
- Client audit preparation reduced from 3 days to 4 hours per project — all document approval histories accessible by report
- ROI on rework avoidance alone — the ₹22 lakh rework event that triggered the evaluation has not recurred
"We calculated that one rework event paid for three years of DoxCraft. The document control improvement was the one thing we could have done differently on that project."
— Project Director, Engineering and EPC Contractor, Pune
