Article AKT CCI BW – Exquando: the Walloon SME securing projects through Document Control

This article was written by AKT – CCI Brabant Wallon and published on their website aktus-cci.be

A member of AKT – CCI Brabant Wallon, Exquando is a Walloon SME based in Wavre, specialising in information governance and management. For over fifteen years, the company has been supporting public and private organisations with document management, document control, archiving, and digital transformation, primarily in the industrial, energy, pharmaceutical, and infrastructure sectors.

Its objective: to enable companies to have reliable, accessible, and controlled information in order to increase efficiency and better manage their activities.

When documentation becomes a strategic challenge

In an engineering or construction project, documents quickly run into hundreds, if not thousands: drawings, diagrams, technical specifications, contracts, minutes, or administrative permits.

The real difficulty is not producing these documents, but ensuring that all teams are working with the correct version, at the right time.

A few questions help to assess the situation:

• Do you have a clear view of the status of each deliverable?
• Can you quickly identify the documents approved for construction?
• Are you certain that no obsolete version is circulating on the construction site?
• Will your “as-built” file be complete and usable at the end of the project?

When these answers are uncertain, the consequences are often very real: time wasted searching for information, rework, delays, contractual disputes, or difficulties during project handover.

Document Control: much more than simple filing

Document Control consists of ensuring that the right information is available, in the correct version, to the right people, and at the right time.

This discipline relies on naming conventions, validation processes, deliverable registers, controlled distribution of documents, and clear progress tracking. The goal is simple: reduce risks, streamline collaboration, and secure project execution.

Take the test on https://www.exquando.be/en/maturity-document-control/ : Answer 6 questions and get your Document Control maturity score immediately.

Expertise deployed on large-scale projects

This expertise was notably implemented by Exquando on Elia’s Princess Elisabeth offshore project, an artificial energy island located off the Belgian coast. Exquando’s teams managed the structuring and steering of the project’s document management, enabling the various stakeholders to work with reliable and up-to-date documentation.

For companies in Brabant Wallon active in industry, construction, or complex projects, document management is no longer a mere administrative function. It constitutes a genuine lever for risk management, performance, and project success.