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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 Use an old copy they have on hand which may be out of date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 System
Introduce the Document Control Role
Suggestion to run Project Smoothly without delay due to the Documents
Implementation
Establishing Document Management System
Control the Copies
DMS Software with Cloud System
Distribution Documents to the Concern Departments
DOCUMENT
CONTROLLER
PROCEDURES
SOFTWARE
Role of Document Controller
Administrator the Document Management Software
Implementation of DMS Procedure
Responsible for the Documents
Distribution Documents to the Concern Departments
DOCUMENT
MANAGEMENT
SYSTEM
Improved 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 improves
Procedure Done Manually In Software
Searching 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 workflow
and Assigning Jobs checklists paths. Display task lists for each user
Redline On individual prints Centralized and shared redline spreads
knowledge
Cross 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 templates
Security and Rights Folder Read/Write Privileges Granular control of what users can do
and see, based on document status
Following rules Individual’s discretion Automatic application of rules based
on workflow status and user name

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Why we need document management

  • 1. 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.
  • 2. 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
  • 3. 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
  • 4. Goal Implementing Document Control Management System Introduce the Document Control Role Suggestion to run Project Smoothly without delay due to the Documents
  • 5. Implementation Establishing Document Management System Control the Copies DMS Software with Cloud System Distribution Documents to the Concern Departments DOCUMENT CONTROLLER PROCEDURES SOFTWARE
  • 6. Role of Document Controller Administrator the Document Management Software Implementation of DMS Procedure Responsible for the Documents Distribution Documents to the Concern Departments
  • 7. DOCUMENT MANAGEMENT SYSTEM Improved 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
  • 11. 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.
  • 12. Example of tasks that EDMS software improves Procedure Done Manually In Software Searching 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 workflow and Assigning Jobs checklists paths. Display task lists for each user Redline On individual prints Centralized and shared redline spreads knowledge Cross 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 templates Security and Rights Folder Read/Write Privileges Granular control of what users can do and see, based on document status Following rules Individual’s discretion Automatic application of rules based on workflow status and user name