It's only going to keep growing.

Posted: December 15, 2016
Last modified: March 21, 2017

Document Control Manager
Rio Pinar area of Orange County

Building the I-4 Ultimate project requires moving mountains of concrete, dirt, and steel. But planning, documenting and communicating about the 21-mile-long project also creates massive amounts of paperwork. Or, more accurately, virtual paperwork.

“And it’s only going to keep growing,” said Matthew Gans, who is in charge of keeping it all organized and accessible, for the construction joint venture of Skanska, Granite and Lane.

The I-4 Ultimate team has been committed to keeping tasks as paperless as possible. However, that still means someone must catalog and manage the 50,000 plan sheets (similar to blueprints), 1,700 official letters, 1,760 requests for information and 3,450 shop drawings – even if they are electronic.

Already, the electronically stored documents would equate to more than 21,000 typical, cardboard banker boxes. Or put another way, they’d stretch all the way from Longwood at the interchange of Interstate 4 (I-4) and State Road 434, moving southward past Maitland to the spot where I-4 crosses over Kennedy Boulevard in Eatonville. That’s a distance of five miles.

Although cataloging that enormous sum of electronic information has challenges, it has saved more than 50 tons of actual paper so far.

Gans knows all those numbers could swell several times larger by 2021 when the project is complete. That’s okay by him and Tiffany Slones, the document control administrator, who assists in the ever-growing task. Slones has been a key asset for Gans, as they manage the thousands of documents coming in and out of the department.

“I like doing big jobs,” Gans said.

Good thing, too, because inside the massive, 21-mile makeover of the I-4, even basic tasks such as invoicing involve substantial records and documentation. The project’s monthly invoice runs to 1,200 pages.

Gans, who grew up in South Florida, worked on similar jobs for an architecture firm and a company that helped design the I-595 express lane project. He and his wife have a 3-year-old daughter, who takes up a lot of their free time. His hobbies include flying his small drone and playing ice hockey – not the virtual, electronic game, but the bruising, real version.