My engineering team is gearing up for a bidding on a public project, where the specifications document is huge (~500 pages). I would like to break it down clause by clause in a spreadsheet and then assign the teams the relevant "portion". I checked, but PDF document is the only way these specs are provided.
The idea is to record it such that we can compare it with specifications of previous projects that are recorded in similar manner. I am still a trainee, so am not aware how this process works around different companies, but here in my team, the last project was documented manually in a similar manner.
So my question is:
Is this (converting the PDFs to Spreadsheets, clause by clause, manually or otherwise) the correct way of managing specification documents? Because this process seems to be extremely inefficient and time consuming.
If not, what would be the usual standard methods, assuming that the specification documents are always similar PDFs
If it is the standard way, is there a software suite that is usually employed for this purpose or is it given to teams to manually record?
I did go through a somewhat relevant question here Dealing with large specifications with Scrum but the post is really old and does not really answer the questions I have. I hope that in 10 years there might have been some changes and updates.