Document Control

Construction, engineering, manufacturing and fabrication companies depend on accurate, up to date and readily available drawings and documentation to reduce costs, minimise re-work, improve productivity and complete their projects on time, within budget and to the required levels of quality.

Paper documents and drawings are duplicated an average of 19 times during their life cycle. They get lost or misfiled, are expensive to store and extremely difficult to share, both internally and externally. Document imaging and scanning systems can cost a company up to 10% of its revenues.

The MatriX DocmaX document control module addresses all these issues. It is an integrated system of electronic file management and control, workflow processing and document and drawing control. Above all it assists in ensuring the workforce and appropriate audience is always viewing and utilising the latest revision of a document or drawing.

Many more organisations are trying to become ISO 9000 certified. This standard requires accurate control, tracking and management of all documents and drawings to ensure the correct ones of the latest revision are always being used.

DocmaX can manage and control the way firms handle their business processes. The workflow facilities help the implementation of a controlled document revision and approval process. This ensures that the drawings and documents required for the business operations and the shop floor are the correct up to date versions. DocmaX can be implemented with view only facilities to all information thereby eliminating the need for hardcopy prints

DocmaX will assist in the central management and the operational flow of documents throughout any organisation, while also maintaining constant document and user security by controlling who can see which documents and what they are permitted to do.

Numerous valuable and cost effective benefits are delivered across the entire organisation. These include:-

• Increased efficiency and productivity through on-line access to documents, drawings and files for all permitted users
• Cost savings in time and materials due to drastic reduction in printing and paper costs through on-line access to documents, drawings and files
• Reduction of load on email systems through reduced volume of internal email with attached drawings
• Integration with other systems to facilitate smooth overall workflow of activities
• Business process improvements due to central repository and easy access to external systems and information
• Improved engineering management facility resulting from time booking against documents

DocmaX facilitates both simple and complex working environments for individual processes and projects, employees, work groups, departments and multi-site enterprises. It provides simple and secure access to all your electronic documents, drawings and files. The database keeps track of all files and associated information and the user no longer needs to remember file server names, volumes, folders, directories and file names. There are powerful search and filter facilities to help you locate your documents with user definable keywords and document categories being of significant importance.

Other unique features can also be included in the base DocmaX product, as required. These include integration and interfacing to other systems already present within an organisation, pre-defined (and user controlled) distribution matrices, email with links to documents and / or attachments for internal and external usage, cross-referencing to planning activities and work packs and time booking module for tracking hours (client billable) against drawing revisions etc.