The issue is usually a handoff
When office and site teams disagree about the current information, the cause is often not a lack of software. It is a handoff that relies on someone remembering to upload, rename, approve or communicate a change while work is moving quickly.
Adding a platform without understanding that handoff can digitise the confusion instead of removing it.
Map the working version
Start by observing the actual path: where information begins, who changes it, how it is approved, how site knows an update exists and where a person looks when they are unsure. The informal workarounds are as important as the formal process.
That map gives the team something specific to improve. It also prevents a new system from being designed around an idealised workflow that does not survive site conditions.
Make adoption part of the project
A clearer process needs an owner, a simple way to recognise the current version and enough support for teams to use it under pressure. Pilot the change in real project conditions, measure the friction and refine it before asking every team to adopt it.
Technology earns trust when it makes the work easier in the moment, not when it creates another place to check.