Contract documents

July 18th, 2024

Introduction

The construction industry, a pillar of the global economy, is undergoing a series of seismic shifts on several fronts. First, there’s technology, where software, electric vehicles, drones, and virtual reality are changing how firms build, operate, and grow. Construction has been and always will be the haven of the blue-collar worker. However, as time passes, more and more technology is woven into their processes.

The face of construction is also changing. White males have always occupied the majority of the roles in this industry, but as they continue aging out and moving into retirement, younger, more diverse faces, including women, are beginning to fill the roles they’re vacating. This shift in demographics mirrors what’s happening on a national level, as, for the first time in this nation’s history, minorities are in a position to become the majority, forecasted to happen as soon as 2050.

Another move is afoot that, while not nearly as headline-grabbing as the two previously mentioned, has the potential to be just as radical. It’s unassuming, but the impact it’s having in the present and could potentially have in the future is unmistakable … and it means living and working in a construction world that’s free of paper. The paperless revolution has been alive and well in the business community for quite some time. And, after a long, winding, circuitous journey, it’s finally arrived at the doorsteps of construction, bringing with it a slew of benefits.

The Case for Going Paperless

Improved Security

Construction firms house sensitive employee and customer data, and losing or misplacing any could be disastrous. Moving from a paper-based environment to one where personal and customer data lives in the cloud saves leaders the headaches associated with tracking paper documents while keeping them safer and more secure. Critical project data, both current and past, also becomes more secure when a firm moves to a paperless environment in favor of digitized or cloud storage.

Increased Efficiency

Going to a paperless model drastically improves efficiency. Staff members no longer have to pour through mounds of paper, looking for this document or the next one. In a paperless workplace where crucial documents are digitized, a simple search is all that’s needed to improve morale, productivity, and efficiency.

Significant Cost Savings

Cost savings are music to the ear of any construction leader, and cost savings are what they’ll realize when they move to a paperless environment. Going paperless saves on storage and printing costs, which can be reallocated to other parts of the business. The cumulative effect this can potentially have can be significant and over time can offer a firm a considerable competitive advantage.

Real-Time Reporting

Knowledge is power, and having access to it in real-time enhances the power position of construction leaders. In a paperless environment, devices are connected with data living in the cloud, and updates are seen immediately and accessible by decision-makers at all levels of the organization. There’s no more waiting to get this document or the next. In a workplace without paper where digital rules, access is immediate, drastically improving workflow and continuity while fostering trust amongst team members.

Conclusion

Living and working in a paperless workplace is a true paradigm shift and one that on the surface may not seem like a gamechanger. However, a deep dive will show that moving away from paper is an investment that can deliver significant returns. For construction firms who choose to take what can only be described as a major move, the previously mentioned benefits only scratching the surface.

Paperless is a big move, especially for an industry that has always been a high-volume paper user. But as the industry continues evolving, contractors and firms who embrace fresh ideas and concepts like this stand to reap major rewards both now and in the years to come.

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 AIA Contract Documents has provided this article for general informational purposes only. The information provided is not legal opinion or legal advice and does not create an attorney-client relationship of any kind. This article is also not intended to provide guidance as to how project parties should interpret their specific contracts or resolve contract disputes, as those decisions will need to be made in consultation with legal counsel, insurance counsel, and other professionals, and based upon a multitude of factors.