The 3 biggest challenges of analog documentation
The creation of revision documents in civil engineering often resembles a puzzle with 1,000 pieces. Missing plans and protocols cause delays in over 60% of projects. The manual assignment of photos, notes, and plans costs project managers up to 8 hours per week.
This approach carries significant risks. According to VOB/B, incomplete documentation may be considered a substantial deficiency. This can justify the refusal of acceptance and a withholding of payment of 5-10% of the contract amount. Searching for a single document can take up to 3 days.
Coordination between the office and the construction site is another hurdle. Information gets lost in unstructured WhatsApp chats or email threads with over 50 messages. This leads to an error rate of up to 15% in the final documentation. An efficient creation of revision documents is almost impossible. These inefficiencies add up and jeopardize the profitability of the entire project.
Valoon as a central solution: Efficiency increase of 40%
Imagine if your revision documents could practically create themselves. Valoon makes this possible by leveraging everyday communication via WhatsApp. All relevant data is automatically and legally archived directly from the construction site. Our customers report a reduction in administrative effort by at least 40%.
Every photo, video, or voice message is timestamped and geolocated. This data flows directly into a structured digital construction file. This significantly reduces the need for manual post-processing by over 90%. Thus, a seamless and evidence-based documentation of construction progress is created.
The decisive advantage lies in its simplicity. Your employees on the construction site do not need a new app or training. They continue using WhatsApp, while a clean documentation for the revision documents in civil engineering is created in the background. This ensures a 100% acceptance within the team. Switching to a digital solution has never been so straightforward.
What should be included in the complete revision documents for civil engineering?
Complete documentation is the foundation for a smooth acceptance and subsequent operation. Ambiguities about the scope often lead to conflicts. Specific documents are required for civil engineering. Here is an overview of the most important components:
- As-built plans: Geo-referenced plans that show the exact location of pipes, channels, and other underground components with an accuracy of under 2 cm.
- Digital photos and videos: Comprehensive image documentation of all work steps, especially of concealed components before backfilling, with timestamp and GPS stamps.
- Daily reports: Daily, automatically generated reports on weather, personnel strength, and activities performed.
- Inspection records: Evidence of compactions, pressure tests on pipelines, or material quality, often created by external laboratories.
- Material and product certificates: Certificates and approvals for the pipes, aggregates, or components used.
- Acceptance protocols: All protocols of partial and final acceptances, digitally signed and immediately available.
These documents form the foundation for a legally secure handover. A good document management software for construction is essential. The structured collection of this data is crucial for long-term success.
Legal security according to VOB/B through seamless documentation
The German Construction Contract Procedures (VOB/B) are clear. The handover of complete revision documents is a contractual main obligation. Missing documents can delay acceptance by weeks. Valoon ensures that all data is stored immutably and chronologically.
Every communication is archived in a legally compliant manner and is usable as evidence in case of disputes. This protects you from unjustified defect claims that often arise months after completion. Over 70% of disputes after acceptance are based on documentation gaps.
With Valoon, you almost automatically meet the requirements of VOB. The clean documentation of all processes and agreements ensures transparency. This way, you can stay relaxed during an acceptance according to VOB . This legal security is an invaluable advantage for any construction company.
Mastering digital transformation in civil engineering
Digitalization in the construction industry is advancing, but civil engineering has specific requirements. Unlike in building construction and civil engineering the construction sites are often linear and extensive. Collecting geodata is essential here. Valoon automatically integrates this data into the documentation.
Implementing new software often fails due to employee acceptance. A study shows that 45% of construction site workers reject complex apps. Valoon bypasses this issue since it is based on the familiar WhatsApp messenger. The introduction takes less than a day, not several weeks.
Thus, the digital collection of your revision documents in civil engineering succeeds without hurdles. The simple operation leads to an immediate improvement in data quality. You receive precise information in real-time directly from the construction site. The next step is to automate your processes.
Your advantage with Valoon: Simple, efficient, and legally secure
In summary, creating revision documents doesn’t have to be a nightmare. With Valoon, you transform an error-prone manual process into an automated workflow. You save up to 8 hours per week per project manager and reduce the risk of payment withholding by over 90%.
The solution is completely free for employees on the construction site. You boost your efficiency without investing in expensive licenses or cumbersome training. The legal security gained through seamless documentation is priceless.
Are you ready to revolutionize your construction documentation? Say goodbye to binders and unstructured chats. Secure the crucial competitive advantage. Book your free and non-binding demo now and see for yourself how easy creating revision documents in civil engineering can be.
More Links
Die Professional Association of the Construction Industry (BG BAU) provides the DGUV Regulation 101-604, which deals with the selection and operation of equipment on construction sites.
Der Central Association of Electrical Engineering and Electronics Industry (ZVEI) provides information on the updates of the German Construction Contract Procedures (VOB) from 2019.
Der Main Association of the German Construction Industry offers comprehensive information on Building Information Modeling (BIM).
FAQ
Is documentation via WhatsApp legally secure?
Yes, with Valoon, communication via WhatsApp is legally secure. All messages, images, and documents are stored immutably on German servers and in compliance with GDPR. Each file receives a timestamp and geolocation, making it usable as evidence in case of disputes.
Do my employees have to learn new software?
No, that’s the great advantage of Valoon. Your employees on the construction site continue to communicate as usual via WhatsApp. No installation of a new app or training is needed, which ensures acceptance within the team from the very beginning.
What does Valoon cost for the team on the construction site?
The use of Valoon is completely free for employees on the construction site. Costs are only incurred for users in the office who manage and analyze the data in the web application. This pricing model significantly lowers the entry barrier.
How quickly can Valoon be implemented in our company?
Implementing Valoon is completed within a day. Since no software installations are needed on the employees’ smartphones and the process is based on a well-known application, the implementation is extremely fast and uncomplicated.
What data is exactly collected?
Valoon captures all media sent via the project chat: Photos, videos, voice messages, text messages, and documents. Each piece of information is automatically linked to the exact timestamp, the GPS location, and the sender’s name, and assigned to the correct project.
Can the data be exported and reused?
Yes, all captured data can be exported at any time as a structured report (e.g., as a PDF). This allows for the easy creation of daily construction reports, photo documentation, or the final revision documents with just a few clicks.
