Why We Need Document Management

Document Management focuses on the storage and organization of documents to support active work in progress , including content and sharing within an organization.

What happens without formal procedures?• Individuals create their own informal procedures. But then: Folder and file names are inconsistent Files are moved or duplicated in new locations People adopt their copy of the file as their personal master

copy and make Changes or redlines that aren’t seen by others

• When someone needs a document from outside their realm they Ask someone else to find it. This takes up other people’s time

to search Use an old copy they have on hand which may be out of date 

• Spreadsheets of drawings are attempted but aren’t kept up to date• Eventually it’s impossible to tell what is current and approved

Without A Document Management

• Documentation becomes increasingly disorganized • Trust in individual documents diminishes• Time lost of searching documents• Unusable product • Penalty for the late delivery

Goal

Implementing Document Control Management SystemIntroduce the Document Control RoleSuggestion to run Project Smoothly without delay due to the Documents

Implementation

Establishing Document Management System Control the Copies DMS Software with Cloud SystemDistribution Documents to the Concern Departments

DOCUMENT CONTROLLER PROCEDURES

SOFTWARE

Role of Document Controller

Administrator the Document Management SoftwareImplementation of DMS ProcedureResponsible for the DocumentsDistribution Documents to the Concern Departments

BENEFITS OF DOCUMENT MANAGEMENT SYSTEM

DOCUMENTMANAGEMENT

SYSTEMImproved Information Availability

Speed in decision making & Productivity

Automatic Information Flow Process

Easy Repetitive Operational Task

Optimized Project Management

Improved Project Team Work

Saving Time & Cost

Well Organized Documents

Process

Work Flow Diagram

Departments Documents

Role of Software

Formal Procedures are the Primary basis for Good Order

Manual file Management and updating lists or spreadsheets

Routines are too time consuming for Individuals

DMS makes it easier to follow procedures Software is consistent and reliable so it is

more easily trusted.

Example of tasks that EDMS software improvesProcedure Done Manually In SoftwareSearching Restricted to searching for Search and filter on Titles, Projects,

file and folder names Equipment, Status etc.Revision Control Trust that people diligently Enforces check-out

and -in rules, records follow procedures histories, locks files being edited

Following Workflow Whiteboard and paper Channel documents through workflowand Assigning Jobs checklists paths. Display task lists for each userRedline On individual prints Centralized and shared redline spreads

knowledgeCross Linkage Separate lists for documents, Single relational

database. Starting with projects, equipment one item, jump to the others

Report Generation Paste from spreadsheets One-click using report templatesSecurity and Rights Folder Read/Write Privileges Granular control of what users can do

and see, based on document statusFollowing rules Individual’s discretion Automatic

application of rules based on workflow status and user name