Soft Documents -Designing and implementing a document management system (DMS) –.

Soft Documents -Designing and implementing a document management system (DMS) –.

Like Hard documents, many important soft documents (including manuals) within each design function are required for day-to-day operations in business. In addition, many of these documents must be submitted to management for decisions or auditors or statutory agencies.

These must be stored systematically and indexed properly for easy retrieval as and when required by operating teams, auditors, or statutory agencies. 

These documents can be stored in-house or with an outsourced agency like cloud storage.

This article includes the following aspects.

·      1Types of core & statutory documents identified as used in building design functions.

·      2 Examples of a few core & statutory documents in 3 design functions

·      3 Types of Digital files are used in the development of building designs and  

   drawings.

·      4 Types of digital documents used -other than drawings and designs 

·      5. Twelve activities for developing DMS (soft documents)

·      6, Parameters for evaluating  DMS solutions

1,Types of documents

The concepts shared in this article apply to any business/any function. However, as per the title of the author’s handbook, documents for three building design functions, Design Architectural, Interior Design, and Design of MEP, have been summarised below.

·      Core documents=38 types and expandable to 300 types

·      Statutory documents=31 types and expandable to 300 types

·      Unique Functional manuals=15 types and expandable to 30 types

·      Statutory manuals =1 type and expandable to 2 types

·      Similar type manuals=2 types and expandable to 5 types

·      Drawings and Designs =Different types as relevant and required

The actual number of documents within each core and statutory document may run into several hundred /thousand/lacs per financial year as per the number range planned  

For designers to understand, design function-wise examples (2 types each) of a few cores and statutory documents (hard or soft) that need to be stored, accessed, and retrieved are below.

2. Examples of a few core & statutory documents

.

The list /names of such documents are included in chapter 17 of my handbook, per the few examples below.

3. Types of Digital files used in the development of building  designs and drawings

§  AutoCAD drawings        = DWG. (supports 2D &3D geometry)

§  Building information modeling =BIM (3D models using Autodesk Revit, ArchiCAD, or Bentley MicroStation)

§  Portable document format                      =PDF

§  Joint photographic experts group     =JPEG. (Image format)

§   

§  Tagged image file format                =TIFF. (Image format)

§  Industry foundation classes. =IFC (for exchanging BIM data)

§  Portable network graphics               =PNG.  (Image format)

§  Graphics interchange format            =GIF (Animation format)

§  Scalable vector Graphics  =SVG (web-based drawings format)

§  Computer graphics Metafile  =. CGM(For 2D vector graphics)

4. Types of digital documents used -other than drawings and designs 

·      Text file: Doc, Docx, Xls, Pdf, etc

·       Image file: JPG, TIF, PNG, GIF, etc

·       Audio file: WAV, MP3, etc.

·       Video file: (e.g., AVI-Audio- Video interleave, WMV-window media Video, MOV-Quick time format, MP4, AVCHD-advanced Video coding- high definition

5. Twelve activities for developing DMS (soft documents

The following 12 activities have been identified. These activities are identical in each of the functions in the construction industry.

1. Identify documents and manual types –(Soft documents) that need to be stored digitally

2. Identify the form of documents -a core, statutory, drawings and designs, or manual types that need to be stored, such as summarized below:

·      Design & Drawings & Graphics:

·      Other than Designs & drawings

3 Classify each soft document into three categories as (A)Statutory type, (B) Confidential, (C)Operational.

This is to be based on guidelines from top management

4. Perform the following activities

Selecting Software for indexing document files/manuals, tracking documents retrieval pursuing an option as per the need of the organisation

·      a) In-house central repository in servers or storage device

·       b) In-house on the functional PC/Computer or storage device

·       c) External outsourced location like cloud storage

5. Evolve Document retention policy with inputs from HOD of design functions, legal, and CFO independent of storage location

6. In case Soft Documents are planned to be stored in-house: Develop in-house software with at least the following software features based on inputs from functional HOD vis-à-vis soft documents to be kept in-house at a central repository

7. In case Soft Documents are planned to be stored outside: Evaluate features offered by external /Service Providers’ software solution

The solutions could be the following.

·      Cloud storage based

·      Non-Cloud-Conventional based

Critical evaluations steps include the following:

i) Preparation and floating of RFQ with required parameters such as listed in the activity 

ii) For large-size customer organisations, Identifying various service providers for cloud storage, such as below:

·      Google Drive, Microsoft  One Drive, Apple I Cloud, Amazon Drive, Dropbox

·      Next cloud,  Adobe, Box, Mega

Obtaining their technical features, commercial offers and arranging a Demo of the solution.

Once the negotiation is done, the purchase order is placed on the chosen service provider. Finally, the signup is done, and users can use these services easily as the installation is simple.

iii) identify local service providers offering Non-Cloud-conventional software solutions for small-size companies.

iv)  Obtaining quotes and evaluating technology features vis-à-vis parameters listed in RFQ and compiled below beside the financial strength of the service provider and experience in business, market share, etc.

v) Negotiating prices Placing an order on the finalized service provider, and informing all concerned HOD

vi) Arranging training for using DMS

8. Develop SOP/guidelines vis-à-vis IT Security policy for uploading/storage, retrieval, backup, and deletion of soft documents  

9. Evolve access rights for uploading, viewing, retrieval, and deletion of soft documents irrespective of storage location options as captured above

10. Collaborate daily for availing services from the cloud-based vendor or external service provider for DMS services for soft documents.

11. As and when hierarchical changes or movements (departures, retirements, transfers, or additions) happen vis employees and other authorised business associates  to who access rights were previously granted, revisiting these access rights on a dynamic basis to ensure confidentiality integrity and availability of information

12 Avail of Day-to-day document services, as per SOP, from the service provider vis-à-vis soft documents to be stored outside the design function.

6, Parameters for evaluating  DMS solutions

·      Indexing

·      Uploading

·      Viewing

·      Downloading

·      Permissions and access- rights

·      File management/File sharing

·      Collaboration support

·      Data Security

·      Administration Control

·      User Activity Monitoring Capabilities

·      Access from multiple locations

·      Access from multiple devices

·      Interface with ERP for retrieval and storage of soft documents 

·      Storage space in GB/TB etc

·      Automatic back up

·      Downtime protection through multiple servers

·      Service level agreement to minimize downtime

·      Storage capacity in GB/TB

·      Scalability

·      Upgradations/enhancements

·      Audit trails 

·      The initial cost of software acquisition

·      Training person-days

·      Recurring Cost Per Month

Handbook of the author 

The list of activities for developing DMS-Soft documents is included in chapter 12 (annex 34C) in the author's handbook. It is titled” ETHICS in the real estate and hospitality industry, Volume 1- Architectural, Interior Design, and MEP Services.