Documentation reachable from every site
Files in one place with revision history and access from a phone or tablet, without having to connect to the office server every time a drawing is opened.
Construction differs from our other clients in one way that changes every purchasing decision: the workplace has an end date. A contract runs for a year or two, then the site cabin disappears and the equipment has to go somewhere. On top of that come two Polish government systems that now hold the construction log and the building book, plus the question that is most expensive to get wrong in this industry: which revision of the drawing is current.
What you will not find here, although it is often promised: satellite links, drones and RFID equipment tracking. We do not do any of that and will not pretend otherwise. We handle what a construction company uses every day: connectivity at the site office, documentation, people’s accounts and hardware that has to survive the contract.
This single trait separates construction from every other industry we serve, and everything else follows from it. Whatever you install on site will have to be dismantled, transported and accounted for a year or two later.
A fixed line to the site cabin only makes sense when the wait for the connection is shorter than the time it will be used, and on a building site it usually is not. So we start with a router holding SIM cards from two operators, and we check coverage on the plot before committing to anything, because a site on the outskirts may only have signal by the gate.
Site containers get broken into more often than any office, and that is a design assumption rather than pessimism. The server holding documentation stays at head office or in the cloud; what works on site is hardware with an encrypted disk that can be wiped remotely and that is not the only place the data lives.
Equipment from a dismantled site office usually never comes back, because nobody knows who has it. We keep a simple register tying each device to a site and a person, and when the contract closes we collect the hardware, wipe it and prepare it for the next one. This is the cheapest item on this page and the one most often skipped.
Worth working out before any purchase decision: hardware bought for one contract will usually outlast three, provided somebody collects and refreshes it. Consumer hardware from a retail store will not survive the first one, and when it fails there is no on-site warranty. We describe how we choose and bill it on the IT hardware supply page, always at purchase price.
This is the question whose wrong answer costs the most in this industry, because a finished wall does not undo with a click. The problem is almost never a shortage of storage; it is that there are several places holding the files.
The usual arrangement is documentation on the office server, a second version in the designer’s cloud, a third in email and a fourth on the site manager’s USB stick. We decide which one is the source of truth, and that is the one that keeps revision history. The rest become read-only copies rather than equal versions.
Subcontractors need part of the documentation but not all of it, and they usually receive it by email, which means it leaks along with the whole message history. Instead we grant named access to a specific folder with an expiry date. When the crew leaves, access lapses on its own rather than when somebody remembers.
A site manager needs the drawing on a phone or tablet, often on a weak signal. So the current set of documents syncs onto the device and works offline, instead of only opening after logging into the office server through a tunnel.
We neither deploy nor maintain design and 3D modelling software, because those are your designers’ tools and their vendors’ responsibility. We handle where the files live, who can reach them, whether a backup exists and whether they open from site. With large files it is network throughput rather than disk speed that decides, and we set that out on the working with heavy files page.
Two documents that were on paper for decades now have Polish government systems: the Electronic Construction Log (EDB) and the Digital Building Book (c-KOB). The deadlines changed in early 2026 and most articles online are now out of date.
The act of 4 December 2025 pushed the issuing of paper construction logs and the keeping of paper building books to 31 December 2031, five years later than before. What it did not touch is what already applies today: for buildings handed over after 1 January 2024 the book is created digitally only, with no paper option.
A log kept in the system has to continue there, and you cannot revert to paper after the first entry. That is not an IT problem, but it has an IT consequence: from that moment on, system access and a working signature are a condition of running the site rather than a convenience.
Both systems are accessed with a trusted profile, an e-ID card or through a bank, so the account belongs to a person, not the company. A site manager who leaves takes their means of signing in with them. So we keep track of who the participants are, who still has access, and make sure you are never left with one person without whom nothing can be entered.
An honest caveat: we are not a law firm and we do not keep the log or the building book for you, because those are duties of the site manager and of the owner or administrator. Our part is technical and stops where the content of an entry begins: accounts and sign-in methods for the people who must sign, coverage at the site office so an entry can be made from site, and an archive of documents exported from the systems. A paper book is closed with a final entry and kept for the whole life of the building, so the archive covers both forms at once.
Six areas where work with a contractor or developer most often begins. Each has its own page with the detail.
Files in one place with revision history and access from a phone or tablet, without having to connect to the office server every time a drawing is opened.
For when documentation is to stay with you rather than in the cloud: a file server with snapshots that can roll back an overwritten or encrypted folder.
A tunnel with a named account and a second sign-in factor for each person, instead of one password circulating around the sites.
Business hardware with on-site warranty repair and disk encryption, configured in batches so a new hire gets a ready device within a day.
Cost estimating and similar programs installed once on a server and used remotely from site. A remote session copes with a weak link far better than working on files through a tunnel.
Selection, purchase at cost price and a register tying devices to sites, then collection, wiping and preparation for the next contract when this one closes.
What we do not do: we do not deploy design software, we do not service construction machinery automation, and we do not run site CCTV or vehicle tracking. We will say so straight away in each of those cases and, where we can, point you to someone who does.
We start at head office rather than on site, because head office is where it is decided who holds the documentation and who can reach it. The site is a consequence of those decisions.
We list every place holding documentation, USB sticks and private cloud drives included. This is usually the most uncomfortable part and at the same time the one that explains the most. It ends with a single page of risks and it is free.
We name the place that keeps revision history, move current projects into it and revoke access from people who no longer work for you. While we are at it we check who is listed as a participant in the electronic log.
We check coverage on the plot, match the connection and hardware to the length of the contract, and issue devices assigned to that specific site. We schedule the setup before the crew moves in, not during the first week of works.
Tickets from office and site staff, backups of documentation, and hardware collection at the end of every contract. We write that last point into the agreement, because it never happens on its own.
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Paper construction logs can be issued until 31 December 2031, and from 1 January 2032 the electronic log becomes the rule. Beware of older articles: before the amendment of 4 December 2025 the cut-off was the end of 2029, so plenty of out-of-date figures are still circulating online. Works on restricted military and security sites remain an exception.
These are two separate matters. For buildings handed over after 1 January 2024 the book is created in the digital system only, and that applies right now. Paper books created earlier may be kept until 31 December 2031, and entries are not transcribed: the paper book is closed with a final entry and retained, while a new book continuing it is created in the system.
Not in the sense the question is usually meant. Keeping the log is the site manager’s duty and nobody can take it over, and we are not a law firm. We take on the technical side: sign-in methods for the people who have to sign, coverage at the site office and an archive of documents exported from the system.
This is the most common headache in the industry, because sign-in to government systems is personal and leaves with the individual. So we make sure there is more than one participant, and we walk through the list of systems one by one when somebody leaves. Worth knowing: a person whose access to the electronic log is revoked may still make an entry for fourteen days afterwards.
Rarely, and it usually does not pay off, because the wait for a connection can be longer than part of the contract. The standard is a router with SIM cards from two operators, chosen after checking coverage on the plot rather than from a catalogue. We consider a fixed line for multi-year projects or where mobile coverage is genuinely poor.
Not always; it is decided by a risk assessment rather than by the theft itself. If the disk was encrypted and the key did not leak, risk to individuals is usually unlikely and no notification is required. If the disk was not encrypted, expect to notify the supervisory authority within seventy-two hours. That is the entire reason we switch encryption on from day one.
With a named account to a specific folder, expiring when their works end, instead of sending packages by email. That way you can see who downloaded what, and access lapses by itself once the crew leaves. A shared password to one folder is convenient for the first month and impossible to untangle after a year.
Yes, because most of this work is remote: accounts, documentation and router configuration do not need us on location. A visit is sometimes needed to set up a site office and we plan it in advance. Outside the Greater Poland region we say plainly how long the drive takes rather than promising same-day attendance.
The first meeting takes 30 minutes and commits you to nothing. We will tell you straight whether we can help and what we would propose.
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