FACILITIES DOCUMENT MANAGEMENT SOLUTION
As “Owner” organizations, government agencies use building floor plans, equipment information and other infrastructure documents in the ongoing maintenance of their facilities, including space planning utilization and renovations. Making these documents easily available to everyone who needs them is a big challenge for most government facilities departments. In addition, government agencies often outsource their design and construction projects to external AEC vendors. As such, these agencies need an easy and secure way to review and approve work performed by external contractors.
Provide outside vendors with access to drawings through web-based and mobile functionality
Determine security parameters to allow approved users to view, edit, and/or collaborate with important intellectual property
Easy searching capabilities to find government documents by project, location, plan identifiers, vendors, equipment or part numbers, etc.
Bundle data and design documents into work order packages that can be routed for review and approval, processing, and change requests
Many government organizations use formal engineering transmittal procedures. In many cases, those procedures are paper based. Document transfer activities within these organizations can impact a project’s outcome – including contracts and budgets. As a result, organizations often require a complete audit trail of work being performed between all the associated parties.
ImageSite can be configured to create transmittals in a closed loop process, that delivers confirmation of recipient and an integrated review and subsequent action process. This improves organizational work process efficiencies by saving time and money and reducing errors.
Quickly and easily find specific documents for transmittals
Create transmittal letters with references to associated documents
Transmit government documents in a variety of ways, including email transmission or posting entire transmittals with email notification to recipient users
Set up notification schedules to ensure timely acknowledgements
The city of Phoenix Water Services Department has successfully used ImageSite for our drawing management needs for the past 15 years. The program has allowed the department to securely manage, organize and store our critical infrastructure drawings while providing user friendly navigation tools and the flexibility to access specific historic and current documents.
Construction projects for city and local governments require detailed permit approvals – often by multiple departments within these agencies. ImageSite offers an easy-to-use vendor-oriented document submittal capability. The configurable schedule-driven workflows automate a wide variety of review and approval processes. With ImageSite, users can automatically manage older versions of documents and allay fears of working with incorrect, outdated versions. At the same time, ImageSite improves inefficient workflows and ensures important work processes are completed and reported on.
Determine security parameters to allow the right users to view, edit, and/or collaborate with important intellectual property
Provide outside vendors with access to key files through web-based and mobile functionality
Store multiple copies of documents and use version control features to know if they are accessing the right version
Organize storage systems to make it easy to know where to put new documents and find existing documents
SEE IMAGESITE GOVERNMENT DOCUMENT MANAGEMENT IN ACTION
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eQuorum’s comprehensive, yet easy-to-use Workflow and Document Management Software provides the solution to manage data - from design through manufacturing and production, to sales, support and administration.