Systems For Managing Documents Electronically

Architecture, engineering and construction (AEC) firms deal with a unique set of

parameters when they need to send and receive electronic documents.Unlike individuals who can simply utilize an email program to transmit documents, this avenue is not open to these companies that work with large digital blueprints and CAD files due to the size of the documents.

These and other companies usually prefer electronic document transfer technology because of the improved cost effectiveness of electronic transmission.Although FTP, or file transfer protocol, programs can be used, they typically offer no way of managing a document as it makes its way through a project, nor offer online document security features.Companies that deal with sensitive documents of any kind need electronic document management systems designed to meet their specialized needs, and happily, they do exist.

AEC companies need an electronic document management system with document tracking built in so they can monitor a document throughout its life.There is electronic document management software available that offers a time and date stamp whenever an update is made to a document, and it also sends notifications automatically to all involved on a particular project when updates have been made.

These types of software also give you the ability to track the particular version of the document upon which you are working, which is a help when working with multiple team members.Some of the better solutions also come with a status and revision history feature that can be applied to each document.This type of software essentially gives you an audit trail, so you can see who has had access to the documents and when, when revisions were made, along with comments posted and any retransmissions.

Document management is also enhanced with software solutions that offer document organization that is label-based.This means that you can attach more than one label to a document, so that cross-referencing is made much easier.

Document management solutions should also include security, but unfortunately with traditional FTP, security is lacking.This is not the case with new electronic document management software designed for use with large documents.Security systems embedded in multiple layers means that your documents are kept safer.All who use the system, including clients, need to log in with a user name and password for added security with this type of software, and document encryption means that documents are kept secure during transmission processes.

These types of systems for large document management help architecture, engineering and construction firms save time and trouble performing routine and repetitive yet necessary work tasks related to document transmission.

by:Wayne Hemrick

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