What to look for in a construction document management system (DMS)

In the construction industry, time is money and margins are tight. Whether you’re delivering infrastructure projects or commercial builds, efficiency is everything. That’s why having a robust construction document management system (DMS) isn’t just a “nice-to-have” – it’s a business-critical asset.

A well-chosen DMS underpins everything from regulatory compliance to site team productivity. It keeps your project data secure and accessible, even from a phone on a muddy job site. But with so many options available, how do you find a solution that works for your business – especially without spending a fortune?

Let’s explore what really matters in a construction DMS and why SharePoint (yes, SharePoint!) deserves a second look.

Key features to look for in a construction document management system

Construction is a uniquely project-based industry, where documents are flying between teams, suppliers, and clients daily. Your DMS needs to be built for:

• Collaboration across partners and locations

Site managers, architects, engineers, and head office all need real-time access to the same information, wherever they are.

• Mobile access

Construction doesn’t happen behind desks. Your DMS should work just as well from a tablet on-site as from a desktop in the office.

• Version control and audit trails

Avoid the chaos of multiple file versions and keep a clear record of who changed what, and when.

• Compliance and security

With regulations like ISO 19650 and legal obligations to retain certain records, secure document management is non-negotiable.

And crucially…

• Cost-effectiveness

IT spend must deliver value. For businesses already invested in Microsoft 365, the best DMS solution might be hiding in plain sight.

Why look (again) at SharePoint?

SharePoint has long been underestimated as a document management tool – but that’s changing. SharePoint Online has evolved significantly and is now a serious contender as a construction document management system, especially when enhanced by its powerful Microsoft 365 integrations.

Think automation, data insight, and low-code flexibility thanks to:

• Power Automate: Automate document approvals, flag overdue tasks, and notify teams when drawings are updated.
• Power Apps: Build tailored mobile apps for snagging, incident reporting, or site diaries – without writing code.
• Power BI: Pull live data from SharePoint libraries for powerful reporting on project progress or document activity.

It’s no longer just a file store. It’s a flexible, intelligent workspace that can adapt to the way your teams work.

And let’s not forget that SharePoint is already included in most Microsoft 365 licences, making it an extremely cost-effective alternative to standalone DMS platforms. One that reduces duplication, simplifies your IT landscape, and delivers more value from the tools you already own.

So how does SharePoint stack up as a DMS for construction?

Tailored to your business

With the right configuration, SharePoint can support custom metadata, naming conventions, folder structures, and workflows. Whether you need document approvals, drawing versioning, or health and safety filing, SharePoint can be adapted to suit.

Integrated into your wider toolset

Because it’s part of Microsoft 365, SharePoint plays nicely with Outlook, Teams, OneDrive, and more. Keep all emails, contracts, and drawings related to a project in one secure, accessible space.

Built for mobility and collaboration

With secure external sharing, BYOD support, and mobile access, SharePoint makes it easy to work with partners and subcontractors without compromising on control. Thanks to SharePoint’s external sharing features, you can share content without needing to license external users—offering a cost-effective way to extend collaboration beyond your organization.

Governed and secure by default

Your existing Microsoft security and compliance policies apply automatically. So, no duplication of work, and no extra risk.

Why act now?

With Microsoft 365 Copilot now widely available, AI-enhanced productivity is no longer a future promise. It’s a practical – and competitive – advantage available today. 

Imagine:

• Automatically generated project plans

• Live dashboards showing progress against milestones
• Proactive alerts on budget deviations
• Smarter communication between teams

But there’s a catch: Copilot can only be as effective as the data it draws from. That means your documents need to be well-structured, secure, and accessible – which is exactly what a properly configured SharePoint DMS can deliver.

See how Copilot is already driving results in the construction industry.

If you’re already running Microsoft 365, there’s a strong case for making SharePoint work harder. Not just as a file store, but as the foundation for a streamlined, secure, and future-ready document management system. 

And if you’re not sure where to start, or how to bring legacy data and compliance requirements into the fold, you don’t have to do it alone.

At Cloud Essentials, we’ve helped many construction and engineering clients design fit-for-purpose SharePoint environments, tackle tricky data migrations, and ensure everything aligns with industry regulations like ISO 19650. Because when you get the foundations right, the benefits ripple outward: better project visibility, smoother collaboration, and full confidence in your data governance.

And as more firms adopt AI-driven tools, waiting too long could mean falling behind competitors already streamlining their operations.

Ready to evolve your construction document management system?

Let’s work together to unlock the full value of your Microsoft 365 investment.

Get in touch