Healthcare document management software — DWG drawing viewed inside a per-building project hub on mobile

Kicker : FOR HEALTH SYSTEM FACILITY LEADERS

Cialdini : Closeout — ready from day one. Every project file tied to its building.

The renovation wrapped six months ago. A Joint Commission surveyor is in the building today and wants the as-builts, the warranty letter on the new AHU, and a copy of the ICRA from the dust barrier rebuild. Three project managers, two contractors, and one architect have rotated off the job, and the closeout binder is still half-empty in someone's Outlook archive.
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Closeout-ready from day one is the alternative: a healthcare document management software built so every drawing, RFI, submittal, warranty, and signed sign-off lives in the building it belongs to, not the inbox of whoever happened to send it.

Project Files is Ruya's per-building project hub for hospital construction, renovations, and capital projects.

Shared vocabulary

Closeout-ready from day one means the project record isn't reconstructed at turnover. It's built as construction happens. Drawings load to the building. Warranties auto-populate the asset directory the day they arrive. RFIs, submittals, and change orders are captured in-flight, not from email threads three months after substantial completion.
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Most facility teams today: project files scattered across GC email threads, contractor SharePoints, the architect's file share, and an IT-controlled shared drive that no one in facilities can update. Three years later, half the project record is gone.
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With Ruya: project files attach to the building, not the project manager. When the project ends, the file set doesn't get archived; it becomes the maintained record for that building.

What this module covers

- Per-building project hubs — every renovation, build, or capital project has its own file set inside the building it belongs to
- Drawings (PDF, DWG, Revit) — viewed and annotated natively on phone, tablet, or desktop without plugins
- RFIs, submittals, change orders — captured in-flight, not reconstructed from email
- Warranties and spec sheets — auto-populate the asset and vendor record the moment they're uploaded
- Closeout documents — captured as the project progresses, not chased after substantial completion
- Secure external portal access — GCs, architects, and life safety consultants upload through a scoped external portal with access limited to only the buildings and folders they need
- Continuous sync — when drawings are revised, the building record updates and the project trail never goes stale

The status quo

- Project files live in GC email threads, architect file shares, and the shared drive

- Closeout is a months-long scramble to collect what's missing

- Warranties surface only when an asset breaks

- GCs and architects need credentialed network access to deliver files

- Three years on, the project record is fragmented and incomplete

With Project Files in Ruya

- Every file lives in the building it belongs to, in one project trail

- Closeout-ready from day one; files captured as construction happens

- Warranties auto-populate the asset record at upload

- External collaborators work through a secure external portal with scoped access

- Three years on, the project trail is intact and still tied to the building

The challenge facing hospital facility leaders

Hospital construction generates more documentation than any other capital category, and most of the people producing it (GCs, architects, life safety consultants, specialty subs) work outside the hospital's systems. By the time everything is supposed to converge at closeout, the people who could explain it have rotated off the job. The buyer who pays the price isn't the project manager. It's the System Director three years later, the surveyor asking for the file, and the facilities team trying to maintain an asset whose warranty letter sits in someone's deleted items.

The solution: a per-building hospital document management system

Project Files in Ruya gives every building its own project trail. As construction happens, drawings, submittals, RFIs, change orders, warranties, and spec sheets upload to the building they belong to, by GCs, architects, and the hospital team alike. The file set isn't a closeout deliverable; it's the building's own record, maintained continuously. **What this is not:** a generic shared drive with folders, a CMMS document module, or a project-by-project archive system. It's a per-building hospital document management system built only for healthcare construction.

Why facility leaders choose Ruya for Project Files

Organized by building, not by project number. When the project ends, the file set stays attached to the building, not buried in a folder labeled "2024 East Tower Renovation."
Native CAD and BIM viewing. Surveyors, inspectors, and facility techs open DWG and Revit files on their phones without plugins, downloads, or workstation licenses.
Closeout capture as you go. Warranties, spec sheets, and as-builts upload during construction and auto-populate the asset and vendor records the moment they arrive.
Scoped external portal for GCs and architects. External collaborators work through a secure external portal with access limited to only the building and folders they need: no shared hospital credentials, no exception requests. Priced per building, not per seat — every GC, architect, sub, and inspector you bring onto a project is included in the building's price.

Real-world result — design-partner deployment

An 11-campus design-partner health system (customer agreement to be named pending) moved their project documentation off shared drives and into Ruya. Closeout-ready from day one, organized by building, and when surveyors ask for the project trail, it surfaces on a phone in seconds, not weeks. Quantified outcomes will be published once the customer agrees to be named.

"It seamlessly brings facility information into the modern era, making access incredibly simple without the need for extra plugins or downloads. We can't imagine going back to the old way of doing things."
— System Director of Facilities & Construction, 11-campus design-partner health system

Where this fits in the Ruya platform

Project Files is the construction layer of the per-building record. Every renovation produces drawings that feed the Maintained Active Set in Floor Plans. Every closeout populates the closeout-to-closet trail in Assets, bringing warranty and install-vendor data into the per-building asset registry. Every GC and architect uploading through the scoped external portal is a record in the per-building vendor record, with COI tracking against the building they're working in. And every permit issued during construction — Above Ceiling, ICRA, ILSM, Hot Work — lives against the same project. Three years later, the audit binder reads from all of it. The project record is the construction layer of the building's permanent record.

Frequently asked questions about Ruya Project Files

How is Project Files different from a generic hospital document management system?

Project Files organizes hospital construction documentation by individual building, not by project folder, so when the project ends, the file set stays attached to the building it belongs to, ready for the next renovation, survey, or asset replacement. Generic DMS tools archive project folders; Ruya keeps the project record live and maintained as part of the building.

Can our GCs and architects upload files without hospital network access?

Yes. External collaborators work through a secure external portal with scoped access limited to the specific buildings and folders they need. No hospital credentials, no shared drives, no exception requests. The hospital team retains full control of what each external party can see, upload, or edit.

What file types are supported?

PDF, DWG, and Revit are natively viewable on mobile and desktop without plugins. Standard office formats, spec PDFs, warranty letters, and submittal packages are supported alongside drawings.

How does Project Files connect to other Ruya modules?

Warranties and spec sheets uploaded during construction auto-populate the per-building Asset Registry and the Vendor records for the GCs, install vendors, and architects on the job. Drawings revised during a project sync to the Maintained Active Set so inspections, work orders, and life safety reviews always reference current plans.

We already have a CMMS with a document module. Do we need this?

A CMMS document module stores files. Project Files maintains a per-building project trail that survives the project, integrates with hospital-specific workflows (ICRA, life safety, surveys), and gives external collaborators a scoped path in without exposing the hospital network. If your CMMS already does that, Ruya isn't additive. If it doesn't, that's the gap this module closes.

Can you help us migrate existing project files?

Yes. Onboarding includes organizing, normalizing, and uploading existing project documentation into the per-building structure, so day one in Ruya is a populated project record across your portfolio, not an empty platform.

See your project files in Ruya in 20 minutes

Bring one recent renovation. We'll show you what closeout-ready from day one looks like for that specific project — drawings, warranties, RFIs, and all — and you'll leave with our **Project Documentation Audit Map**: a one-page side-by-side of where your project documentation lives today vs. where it could live.
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[Book a 20-minute walkthrough →](https://www.ruyacompliance.com/demo) · demo@ruyacompliance.com
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— Rashad Mujeebuddin, Founder, Ruya Compliance