Successful Document Management

Transcription

1 Successful Document Management For Increased Business Ef iciency DocPoint Findability The ability to ind the right document in the right version in less than 30 seconds! An ebook by Doorway C, Page: 1

2 Contents Introduction 3 FYI Document Management Systems 3 What About ? 4 Does your business need it? 4 Doorway DocPoint Key Features 5 Why SharePoint based? 6 DocPoint A clear focus on primary document based process 7 Conclusion 8 An ebook by Doorway C, Page: 2

3 Introduction For many who work with electronic documents, it is nothing less than a dream come true to get hold of the right document, in its right version and that too in less than 30 seconds. In this book, we will be unraveling one of the best document management solutions that is capable of delivering this promise. There is nothing more important in a business world than having information in an organized and efficient documentation system. An efficient documentation system is what steers the entire process and provides people with the information and instructions to do their job. FYI Document Management Systems Failure in locating the right document in time and in the right version can undermine efficiency and productivity as well as put an organization s reputation and financial well-being at risk. Using the latest / correct version is also one of the greatest challenges that any such document management system faces. Not having to worry that the document you are using is in the right version is in your businesses best interest. For example, construction failures leading to costly rework, accidents that lead to painful legal conflicts, disgruntled customers are all situations that can be caused by accidently editing the wrong version of a document. More importantly: such mishaps can be avoided using a solid document management and control system. However, normally it is seen that: More than 83 percent of the knowledge workers face versioning issues; 57 percent of them get confused while choosing the right file; 48 percent of the workers are prone to send the wrong version of the document to their boss or the client; and There are 47 percent of the workers who work on the wrong version of the document itself. A good Document Management System (DMS) provides a structured way to track documents as they move through the document lifecycle. Version control and audit trails provide responsibility and accountability by making available who, when and how documents where modified. Version control is one of those most useful concepts that back up the documents and files before changes are made to it. This allows the user to easily revert back to a previous version, saving time and eliminating confusion. Again, it is not limited to documents alone and are used for both images and coding applications. Version control eliminates the need for ad-hoc naming conventions to manage file versions, such as appending a date or user name to a file. Users no longer need to remember to manually version documents as they are saved. An ebook by Doorway C, Page: 3

4 Another key aspect of a good DMS is to enable the user to find the right document in minimum time. In most instances, there is a time factor that becomes crucial and it can be because of various reasons: Safety what if a technical failure can lead to fire or explosion unless it is fixed in time; Downtime every second a platform is not operating your company is losing money, and; Professionalism customers don t like to wait for an answer when they need it right now. The best DMS will make provision for automatic indexing of the file contents on many file types including the Microsoft Office suite. A full-text search capability, allows you to search for files using any word that you remember appearing in it. Doorway DocPoint is a document management solution that can control the flow of documents even in the most complex projects. Its expertise in managing complex projects makes it well suited for both the offshore and onshore sector, as well as, other project-related businesses. By choosing Doorway DocPoint, you can be among the companies that save over 40% in document transaction time using DocPoint. What about ? is indispensable in exchanging information between internal and external project members. Project often includes important information such as agreements, confirmations, tasks, contracts, project documents, etc. This requires that project is managed properly. Since there are so many aspects that are needed for a good document management to succeed and help in improving the expertise and productivity of a program or project, it is very important that only the best Document Management Software is chosen to do the purpose. Does your business need it? Doorway focuses on project-driven industries that rely on accurate and timely documentation systems, also, we focus where knowledge and intellectual property is kept and distributed in documents. These project-driven industries include the Oil and Gas (Onshore & Offshore), Engineering, Construction, Shipbuilding, Mining & Metals, as well as EPC and EPCM to the above. Microsoft SharePoint (first launched in 2001) is a powerful Web application platform developed by Microsoft, focusing on document management and project collaboration. By default, SharePoint has a Microsoft Office-like interface, and it is closely integrated with the Office suite. SharePoint can be used to provide intranet portals, document & file management, collaboration, social networks, extranets, websites, enterprise search, and business intelligence. Other features include: system integration, process integration, and workflow automation capabilities. Enterprise application software (e.g. ERP or CRM packages) often provide some SharePoint integration capability. An ebook by Doorway C, Page: 4

5 The Doorway DocPoint solution enriches SharePoint with an intuitive user interface, as well as, typical functionality for engineering document management and control, making SharePoint work for project-driven engineering industries. Doorway DocPoint: Key Features Digital control of documents with Brava Viewer Completely web - based or Traditional" Solution Faster Delivery & Completion of Major Projects Integration with Autodesk Vault and ERP Reduced Risk of Errors Support for Planning, Management & Distribution of Project Documents Doorway DocPoint Shorter Control Cycle Simple & Safe Control with External Partners Open, Standardized Management of Documents Extensive Progress Reporting Documented & Traceable Lifecycle of Documents An ebook by Doorway C, Page: 5

6 Why SharePoint based? Doorway DocPoint The business benefits: Less work for document control Transparent Document Control Process Fewer steps Lesser people involved Progress reporting Faster Delivery (time = money): Shorter internal review cycles Shorter external review cycles Less mistakes and rework Reduced Time to Revenue Cycle Time Efficiency in cycle time Owner Jead Engineer Shorter time to revenue Process Engineer Main Contractor Sub coordinator Supplier Rev.1 Rev.2 Rev... Rev.n E = 3 E = 3 E = 3 E = 3 Elapse Time Project-driven industries have one major thing in common: they can only generate income once the project has been delivered. Hence the shorter the production time, the shorter the time to revenue. But how do you do this when so many documents need to be produced and every document has a life cycle that involves several parties in different locations and sometimes even different companies? By allowing you to minimize the number of required versions per document and by enabling active collaboration on documents you can shorten both, the cycle time and elapse time per document. An ebook by Doorway C, Page: 6

7 DocPoint: A clear focus on primary document based process Action Simple Integrated Submit Upload & Enter Metadata Manually Inherit Metadata from Predefined Register Review Download, Print, Markup, Scan and Submit Manually Digital Markups Co-ordinate Compare markups, make decisions, assemble coordinate markups Compare Digitally & Assemble Automatically Share Via or transmittal Extranet Access Approve Print, Place wet signature, scan and submit or Digital Approval Find Meta-data and Full Text search +In Document Search Plan Plan individual Transmittal Responses Plan Document Lifecycle states & Look Ahead Submit documents for review or approval and all document related metadata is automatically inherited from the master document register. This data can be used to populate the transmittal coversheet or to be displayed in a shared document library. Review documents assisted by your own PDF editor or use our integrated Brava viewer and share digital markups and review comments online. Coordinate the review comments and markups automatically until they are consolidated by the lead engineer who produces a new document version simply by pushing a button. Share documents in various versions using electronic media and get audit trails of all transactions giving you the exact evidence you need in case of disputes. Approve documents through step-by-step automated workflows enforcing legal compliancy and consistency even entirely digitally. Find the right document in the right version the way you thought it was never possible. And moreover Find it in less than 30 seconds! Plan ahead all stages of all required documents through the entire lifecycle and make sure you secure that revenue in time! An ebook by Doorway C, Page: 7

8 Conclusion Reasons why you should choose Doorway DocPoint: Minimize downtime of core business operations Contribute to an efficient Health, Safety and Environment strategy Ensure legal compliance (automating NORSOK, SFI and other document numbering & naming standards) Increase employee satisfaction providing the tools they need to work efficiently Increase customer satisfaction meeting document & product delivery deadlines Many large customers require that their suppliers can demonstrate a solid and proven document management system. Don t exclude yourself from the list! Because you simply want to find the right document in the right version in less than 30 seconds! An ebook by Doorway C, Page: 8

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