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Digital Vault Accelerates Construction Firm's Information Flow
THE CLIENT
One of the world's leading project management and construction companies, known for using industry best practices to create high quality, sustainable property assets. The group has a presence in over 40 countries with a significant focus on the U.S.
THE ISSUE
As part of its programmed construction process, this firm, its sub-contractors
and project team members communicate with each other utilizing a significant
amount of paper-based and electronic documentation. This sometimes overwhelming
amount of documents, is generated in both large and small format and is mission
critical to a fast-paced decision process. Additionally, as one of the project's
most important records of activities and thus a corporate asset, the loss or
inability to quickly access project information can be damaging to its long-term
success.
THE OBJECTIVE: Phase I - To digitally store all
post project information and eliminate the present manual storage
of the documents. This creation of a "Digital Vault" will ensure
long-term document security, accelerate retrieval of information, and
reduce overhead costs associated with the present manual process. |
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MEETING THE COMPANY FILE ARCHIVAL STANDARD
As part of its document retention process, this company maintains a corporate standard of document classifications when manually archiving files. However, with a growing diversity of project documentation, schedule pressures and an overload of information, this manually structured file format standard is a challenge to maintain with uncertain results. As the security and profitability of its business depends on final project close-out documents being classified consistently for future retrieval, one standard must be maintained so that immediate document access is possible with little chance of lost information.
As a result of this ensuing overload of documents, the company needed to explore an alternative electronic document archive methodology that would ensure corporate file format standards for compliance with legal requirements, while improving information security and the speed to access archived project information.
Cost savings could also be achieved when comparing traditional costs associated with the manual archival process. |
THE SOLUTION
BW Reprographics ("BWR") was hired to show the value of creating an electronic
document archive. With the establishment of a joint document management assessment
team, BWR guided the client team through the transition of methodologies. The
project consisted of related files from two completed construction projects.
Each project produced approximately 40 to 60 16" boxes of project documents.
This also included 2,000-plus wide format drawings. Through the performance
of scanning and digital document association, the goal was to create
a digital file format standard that could easily be adopted and adjusted
for each construction project.
Led by BWR professionals, a qualified digital sample of both selected projects
consisting of over 1 million project documents was created with the ability
to be stored on any computer or corporate network. Using search criteria developed
from the official file format standard, needed data can now be accessed in seconds
alleviating any need for the traditional offsite box retrieval. |
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Presently we are working on Phase II of this client's objectives,
which is to benefit from increasing the usage of electronic documents throughout
a project's life cycle thereby eliminating redundancies and the labor intensive
aspect of creating a paper based post project archive.
WHO WE ARE
At the heart of BWR's scanning and archival center are Kodak 800 series scanners
and a well-tuned network that allowed large amounts of documents to be scanned
and processed quickly. For both large format drawings and small format documents,
BWR handles all the tasks from document preparation through scanning, indexing
and electronic image and database delivery.
BWR is engaged to fulfill the growing need for specialized document management and reprographic services. BWR has incorporated a staff with over 100 years of experience in supporting these services and is committed to outstanding customer service and using the latest technologies to provide timely, innovative, and high quality services to its customers. BWR has facilities in New York City and Wayne, NJ and services clients from all over the U.S.
Our staff is ready to assist you. Contact us at customerservice@bwdocsolut.com or
by calling 212-643-0600.
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