Document management is a process that requires the effective participation of the project documentation unit, as well as all users involved in the project including employers, designers, consultants, controllers, project managers, HQ users, support teams, manufacturers, vendors and sub-contractors. EDMS users can create documents, upload documents, update or revise them based on their level of authorisation.
Document management requires access by users from different locations. It is of key importance for all participants to access EDMS from their locations without delay. A web based application, EDMS allows hundreds of users to securely access project documents from anywhere around the world.
Global Document Synchronisation System
For projects carried out at multiple locations around the world, EDMS uses local data storage systems that are automatically synchronised. All documents are synchronised in the background between relevant locations. Personnel in the field, the work site and operating personnel can reach documents rapidly from around the world. Through prioritisation and adaptation of documents, download and upload times are minimised and the loss of time is prevented.
Advanced Search Engine
EDMS contains a very advanced search engine, similar to Google™. It lists search terms within millions of documents in milliseconds. EDMS features dynamic ranking algorithms for the most suitable listing of search results and includes terms from across 450 different document types. With complete and suggest features, it directs searches. EDMS allows for results to be listed in different ways. With its document labelling feature, it allows for sorting documents by groups of related terms. In addition to these functions, EDMS has an advanced search feature.
Advanced Interface Functionality
EDMS screens have been developed by interface experts, using the latest technology. The EDMS interface contains many advanced features to provide maximum efficiency to end users. The many features include visual design that changes by device type, mass data entry, mass updating and customisation through interface coding that all increase user efficiency.
Interfaces can be customised for dynamic documentation needs. Different customised interfaces may be provided for users based on project type, document type and document situation. EDMS allows for data entry from different locations and the transfer of content from MS Excel.
Dynamic Document and Form Functions
EDMS can customise the types of documents used in projects. Every document comes with its own unique fields. Different flows based on different projects, disciplines, locations and units and customised document types can be followed. By designing forms used in projects that need to be sent to relevant people, approved by relevant people and need to be filled in periodically can be designed on EDMS to record data. This allows for following-up the project.
Dynamic Reporting Features
EDMS includes a dynamic reporting features, as well as a dynamic document structure. Different types of documents formed by project, discipline, location etc. can be followed using different reports. With the dynamic reporting feature, all forms of reports for projects and processes may be formed to follow-up the project. With the flexible reporting feature of WDMS, users can create reports based on their own criteria in addition to built-in report types. With the timing feature, reports are conveyed to users regularly.
Version Revision Follow-Up
EDMS saves and displays all changes made to documents as separate versions. Past version and revision histories are recorded in great detail. With EDMS, it is possible to follow information on when and by whom the document was updated and progress status.
During review, visual and written notes may be taken on documents by writing on, drawing or colouring the desired portions of documents. The documents prepared are reviewed through the chain of authorisation and possible gaps are conveyed to the author of the document through EDMS.
Document Sharing and Approval System/Transmittals
Documents uploaded to or updated within the EDMS system can be made to go through an approval process before publication. With the document entering the approval system, selected users and groups are sent automatic notifications.
My Drive and Common Drive
My Drive EDMS provides private working space for users. Users can store their own documents in this private space. These documents can then be accessed from anywhere with an internet connection, using tablets, smart phones and computers.
Common Drive EDMS provides shared work spaces as well as private work spaces. Users can share common files through EDMS, removing the need for e-mail traffic with large attachments and the changes made to documents can be followed up by user and date. EDMS also allows for sharing large documents, without the need for various document transmission programmes.
Web Based Authorised Access
Access to EDMS is possible from computers, tablets and smart phones around the world by entering a username and password. EDMS uses a global synchronised distribution system to ensure the transfer of large documents between different locations.
EDMS users can form folders, create documents, upload, view and revise files in line with their level of authorisation. The file tree is formed of the hierarchy of folders, sub-folders, documents and files.