WHITE PAPER. Electronic Document Management for Design Data

Transcription

1 September 2012 WHITE PAPER. for Managing design data is a key concern for every organisation in design and construction. Poor control can result in increased costs and greater risks. This white paper looks at some of the key features of EDM systems appropriate to design, and other, document types.

2 for 1 Introduction In June 2007 David Cordier, Head of Design and Data Services at Excitech wrote an article for our DPJ magazine entitled EDM & Collaboration Where is it all going? This article gave an introduction to (EDM) and the key elements people consider when looking for an effective EDM solution. Reading the article 5 years later it is quite clear that some aspects have remained the same (people s requirements) whist others, especially technology, have moved rapidly forward. David now takes a look at how things are today. Architecture, Engineering and Construction Needs It is fair to say that within the Architectural, Engineering and Construction (AEC) industry, with the ever increasing volume of models, images, s, documents, drawings and other project information, the quantity of data we re dealing with is substantial, and with the extensive use of Building Information Modelling (BIM), this increasing still further. In terms of complexity, we find ourselves working on joint ventures, with numerous organisations, in multiple locations and with remote workers which all contribute to a far, far more complex data flow; and finally, we are certainly all under commercial pressures to be more efficient. For many years, most, or the majority of organisations have stored their data locally, whether that be on network drives or local hard drives. With all this data to manage and competing pressures on our time it is no wonder that we are having difficulties managing it. A phrase that I often hear when talking to people about Data is Information Islands or Digital Silos. This is where information is owned by a department or an individual meaning no one outside of the team can access it. This leads to information being duplicated causing huge data flow, productivity and compliance issues for organisations. Needless to say, the requirements from our industry have pretty much remained unchanged, systems must still: Be easy to use, powerful and secure Provide around the clock availability Work the way users work, ideally with a different interface for different types of users Integrate seamlessly in to a user s environment Be easy to adjust and configure Be able to grow with the organisation s needs over time (EDM) Systems EDM systems can provide support for organisations, projects and users with a variety of processes related to the tracking, retrieval, and storage of electronic documents. The concept behind an EDM system is that it performs all the tasks required to effectively manage an organisation s electronic documents. Individual electronic files/documents (and from here I will use the term document to mean any type of file be it a CAD drawing, image, report, model or anything else) are assigned metadata to assist in their correct filing and tracking. For example, a CAD drawing may include metadata that describes the type of drawing, its scale, who drew/approved it and a drawing title. Documents are stored (with associated metadata) with the objective of retrieving them later whenever needed. Retrieving a particular document from the typically large volume of business documents can be difficult or even impossible unless a sound EDM system is in place. Convenient and quick retrieval is always one of the key objectives of installing an EDM system. These electronic documents are typically stored within central servers (often referred to as Vaults) or dedicated storage facilities in a networked system.

3 for 2 If required, paper documents can also be entered into an EDM system by simply scanning images of them. The EDM system will prompt the user to provide information (metadata) about the document to aid access, storage and retrieval. A major benefit of EDM software is the ability to track and manage multiple versions of the same document. For this reason it is essential to clearly identify the latest version, including the sequence of all the different versions in existence. Some EDM systems allow for version compare, so allowing users to visually identify changes between different versions of the same document. If the same document is being worked on by two users at the same time it can create version control problems when that information is saved. To avoid these issues EDM systems often lock documents to ensure that only one user can modify a document at any one time, ensuring a linear progression. Documents can contain information which is confidential or may only be changed by some individuals. EDM systems can ensure that access to the system and particular documents is restricted only to those with the correct access permissions so ensuring the confidentiality or integrity of data. They also reduce the number of documents displayed to the user, as they often only display information relevant to that user s role. Business processes typically involve the movement (or workflow) of documents from the organisation to third parties, from department to department inside the organisation, and from person to person in a department. Often several people with different roles and responsibilities will have to review the document before it completes its intended workflow. A well organised and efficient movement of documents can significantly speed up business processes and improve on quality, whereas when documents are manually pushed through this process there is the risk that they can be lost or processes overlooked. Benefits of an EDM System Quick search and retrieval Automated document numbering Structured document storage Version/Revision Control Storage Workflow Control Full Audit Trail Automatic Notification Access Control The Document Workflow Process An EDM system typically provides much more than document storage and retrieval; it can aid and support processes in the form of workflows. The term workflow is obviously still widely used when discussing data management requirements and functionality. Workflow is the sequence and routing of tasks performed by members of a workgroup to complete a job. Discrete tasks performed by any workgroup are associated with particular documents and/or versions required to accomplish the task at hand and, ultimately, the job. The potential benefit of an integrated and automated workflow within the document management function, unavailable in a repository-only system, is substantial. Automated Workflows allow parallel and serial tasks as well as nested Workflows. Task reassignment and rerouting are effectively implemented. Status updates, document reviews, revisions, and user comments become streamlined activities. Security and integrity of the documents progressing along the workflow path are maintained by implementing access rights and version control or

4 for 3 managing the read and read/write control during the life cycle of the document. Audit trails and the subsequent reports are easily defined. Automated workflow saves time and money. Workflows, often in the form of standard operating procedures, exist in every organisation. Automation of the workflow process, whether structured or adhoc, results in a timely execution of tasks, minimising the time-consuming and sometimes redundant activities of the typical business day. A workflow can be either structured or ad-hoc. A structured workflow typically is designed to control repetitive activities, and bring order and control to such processes, whilst ad-hoc workflow can be modified while the project or activity is in progress. CAD Specific Workflow Requirements CAD files are typically much larger in size than standard business documents and require stricter management of repository resources. MicroStation reference files and AutoCAD XREF files associated with an accessed CAD file should be easily identifiable and displayed or downloaded with the selected drawing. Controlling access to documents as they pass through their life cycle is one of the most important components of an automated workflow related to CAD drawings. Access control should be invoked automatically when a document status change occurs. As an example, when a document enters into a Quality Control (QC) state or status, the document should be controlled to allow red-lining of the document by those persons assigned to the QC functions, while ensuring others cannot modify it. Metadata related to a document may also require access control features. In some instances, metadata related to a document should not be modifiable when the document status dictates that the document content itself may not be modified. Metadata should be definable on an individual status basis. Automatic notification through corporate systems should occur based on status change. This feature should have the capability of configuration on a project basis because mail messages and routing information can change from project to project. Document notes should be available to allow the user to define the reason for status change and also to define document content changes as they occur at any step in the document workflow. These notes should contain at a minimum the author s name, date and time, note type (i.e. general, status change, revision, system-generated etc.), note subject, and note content. Benefits of Automated CAD Workflow Integration of CAD production tasks into an automated workflow results in a myriad of benefits that include: Productivity improvements as the workflow is streamlined Document access improvements for all project team members Productivity improvements resulting from the decreased time required to locate drawings, facilitated by the use of metadata Productivity improvements from the ability to view files quickly prior to launching the associated native application Productivity improvements from automated document distribution and reproduction Analysis improvements from the ability to simultaneously view scanned legacy drawings alongside more current as-built information

5 for 4 Although some EDM vendors are adding additional licence functionality to allow access to the vault via the web it is fair to say that most EDM systems are used within one organisation behind their firewall on their own network. However that doesn t always benefit everyone and this is where Cloud Computing can assist. The Cloud Cloud Computing, or The Cloud as it is often referred to, gets its name from the IT symbol that represents the Internet on IT diagrams. But what is cloud computing? In the simplest of terms, it is IT-as-a-Service. Instead of building your own IT infrastructure to host databases or software, a third party hosts them in their large server farms and your company has access to its data and software over the Internet. Cloud computing has been brought in to the limelight with the popularity of sites such as Facebook and Flickr, where users can upload files, post comments and invite friends and family to view them. This way of sharing data and communicating with our network of friends has now become part of our daily routine. Driven by our demand to use these social networking sites we have seen a rapid development of cloud-enabled devices. With the wide range of smartphones and tablets available and the ability to upload or capture data on one device and have it automatically synchronised with multiple other devices means that consumers are only a finger swipe away from a vast amount of online information. Therefore it is only natural that we are beginning to see such technology entering the workplace. Collaboration Technologies in AEC Online collaboration software (SaaS Software as a Service) is becoming even more popular within the AEC market. The fact that most, if not all, AEC projects involve multiple organisations sharing documents means there is a definite potential for such services. As internet and supporting IT technology grows so does the interest in collaboration technologies. The AEC industry is information dependant, with the ever increasing amount of models, images, s, reports and other project information, the volume of data we re dealing with is substantial, and with the extensive use of BIM, this has grown still further and become more sophisticated. As previously mentioned we often find ourselves working on joint ventures, in multiple locations, with remote workers which all contribute to a far, far more complex data flow and finally, we are certainly all under commercial pressures to be more efficient. It s no secret that AEC projects are often known for delays and the use of incorrect or inconsistent information, all amounting to additional project costs. Therefore, it is not surprising that having the ability to send large volumes of project data to a single data repository, quickly and securely is changing the way some AEC projects are run. Such systems can be provided, as already suggested by service providers, but it also possible for a lead organisation in a project to provide such facilities to its project partners.

6 for 5 Benefits of Collaboration Technologies Reduced distribution costs (printing, couriers & post) Reductions associated with storage & archiving documents Reductions in travel and meeting costs Less time spent chasing and searching for already existing data Faster drawing revision and approval cycles Faster mobilisation of project teams Faster and more consistent communications 24/7 access; anytime, anywhere Less chance of working on out-of date data Better audit trail Reduced Risk Conclusion The requirement for data management is not new, in fact, with the volume of documents and s used on a daily basis the management of such data is now becoming an onerous task. With our requirements remaining the same it is often down to the software vendors to use the enhancements in IT technology to improve and streamline how our data is managed. Whether you require a vault based EDM system or a cloud based system there are solutions available to make document management and collaboration a far less laborious task. In fact, in some instances the two solutions are working in partnership, the vault based EDM system managing a business s internal documents whilst linking and publishing approved documents to other external participants via the Cloud. W: Excitech Design Technology Centre, 8 Kinetic Crescent, Innova Business Park, Enfield, Middlesex, EN3 7XH United Kingdom P: I: +44 (0) F: W: E: [email protected]