Document management challenges
Architects, designers, engineers, contractors, suppliers and manufacturers require effective methods for working with a large number of documents that often consist of hundreds of different file types, including Office and PDF documents, CAD drawings, and image files. They require a simple way to manage the often complex relationships between engineering drawings and related documents within their existing business processes and to make these documents available whenever they are required.
Approximately 7.5% of all the documents get lost. Furthermore, 90% of these documents are shuffled, which leads to lost time. Interestingly, professionals spend 50% of their time looking for files but only 5% to 15% of their time reading the required information. Project information is frequently stored in a wide variety of dispersed systems and, often a considerable amount, in hard copy format. These storage systems are not linked or synchronised which causes considerable loss in productivity and introduces significant organisational risks.
Engineering document management software provides quick access so users can find what they need when they need it, saving them time to do real work.
Drawings represent a significant portion of an organisation’s intellectual property. Drawings contain essential information used to design, construct, operate and maintain large fixed assets. Maintaining the integrity of this information is critical. Drawing management have to be thought of and organised to better optimise document management within a project.
Engineering drawings are inherently more complex than other business documents because they are created using specialised computer-aided design (CAD) authoring tools and often consist of compound documents that include numerous linked files and layers of information.
think project! France Document Lifecycle Management
To address this growing problem, think project! France document lifecycle management solution provides a single, central knowledge repository for all project information. However, having all project information in a single location solves only part of the problem – users must also be able to easily find what they are looking for when they need it and have it displayed in a manner which meets their needs. think project! France document lifecycle management solution delivers on these requirements through its intuitive web interface, information management capabilities advanced search and document view and markup functionality.
Documents can consist of internal documents and templates, where versioning and properties are managed, as well as external documents where such information might not be available or applicable. In addition, documents can also be organised into virtual folders of related documents or related to an unlimited number of other documents.
The tight document security and access right is based on the value of a particular document field, version, status or other property.
A key element of any knowledge base is the ability to manage documents in a wide variety of formats. think project! France document lifecycle management solution provides an information repository including built-in standard functions such as:
Any document can have an arbitrary number of descriptive fields and properties for the purposes of system definition, management, and end-user searching. Some examples would include:
think project! document lifecycle management and items
Items in think project! document lifecycle management solution are simply any informational object that has properties. Items can be many things, such as an asset description, a project description, users, profiles, documents, regulatory items, a supplier, or even a specific business process.
This flexibility in defining items is what makes think project! document lifecycle management solution so easy and effective in capturing all the information necessary to manage the total drawings, asset or project throughout lifecycle. Items can be related to other items or files. For example, a user can be related to a project which is related to an asset change.
Documents can consist of internal documents and templates, where versioning and properties are managed, as well as external documents where such information might not be available or applicable. In addition, documents can also be organized into virtual folders of related documents or related to an unlimited number of other documents.
Any document can have an arbitrary number of descriptive fields and properties for the purposes of system definition, management, and end-user searching.
User can send one or several documents and associated files to an internal user or any external subcontractors. Distributions are recorded on a document management platform and participants can easily find dates and users for a given distribution.
Once documents are sent, the sender keeps control of the files. The sender is able to know whether recipients opened the mail. User will receive a notification email for each distribution and will have to acknowledge in return. The extended document lifecycle management is crucial for comprehensive project supervision.
Simple validation tool
In one click, documents are sent for validation to one or several users. Users will receive notification emails for each distribution and will have to acknowledge in return.