Contents

Description
Setting up the EDM
Operating the EDM

Description

TDOC has a number of EDM features which include:

• Being able to attach a document to most records - for example an attachment to a letter, and to do this
  • by dragging and dropping the document with the mouse,
  • by locating the attachment using a windows dialog
• Being able to view any document which is attached to the database - for example the revision of a technical document, or a photograph taken during an inspection and attached to the snagging record.
• Allowing the system to automatically move the document from a temporary incoming location to one of the nominated directories, optionally automatically renaming it in accordance with a selected rule..
• Being able to attach the SAME document to more than one record: it will NOT be moved if it is in one of the nominated directories.
• Being able to send the attachment when the document (e.g. a letter, or a revision of a technical document, or an inspection result) is emailed.
• When issuing Technical Documents or sending them to a reprographics house to be able to:
  • put them on CDs or DVDs automatically.
  • FTP them to a remote host for download by the recipient.

The TDOC methodology has been developed to enable TDOC to work in conjunction with, viz share documents with, other applications in common use in the Construction Industry such as CAD models which export documents ("deliverables") to defined directories.

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Setting up the EDM

Eight nominated directories are required for EDM operations. The nominated directories are used for documents relating to:

• The Masters for ones Own Technical Documents
• The published revisions of ones Own Technical Documents
• Revisions of Other People's Technical Documents
• Incoming Transmittal Documents
• Outgoing Transmittal Documents
• Attachments to ones Own General Documents
• Attachments to Others General Documents
• Attachments to Snagging and Diary entries

Specific system directories must be setup, but in addition alternative directories can be set up at Job Level as follows:

• Using the base (or Root) Directory for a Job when there are further directories under it, which can be automatically located,
• A file containing a list of ones own technical documents (exported from 3D models or other software),
• The job specific directories for the document types listed above.

Finally in order to enable document management operations to be carried out in compliance with ISO9001:2000 there are three further directories:

• Spool File Directory where documents generated by TDOC are initially created. From here they may be automatically moved to the appropriate nominated directory.
• Incoming Directory into which documents can be saved (quarantined) until inspected and registered. From here they may be automatically moved to the appropriate nominated directory.
• Archived Spool Files. Examples are reports which may have been generated and emailed to someone, and which for contractual reasons require to be kept.

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Operating the EDM

Operation ranges from manual to wholly automatic depending on the operation being carried out. The operations fall into the following categories:

• Registering Documents
• Viewing
• Despatching

Registering Documents is made simple in TDOC, as specific screens exist for all three main categories:

• Technical Documents received under cover of a transmittal, and those generated in house,
• General Documents with or without an attachment, e.g. an RFI/TQ with a sketch illustrating the problem,
• Miscellaneous informal communications such as email.

Each of these types must be registered differently because they have vastly different attributes. For Technical and General Documents, data entry may be speeded by using EDI. Manual entry allows either locating or dragging and dropping attachments as necessary.

Viewing Documents is simply a matter of clicking on the Icon which indicates that a registered document has an electronic version (for Technical Documents) or attachment in all other cases. A tooltip indicates the full file and path name.

TDOC uses the appropriate software which must be installed on the Users pc to view documents obtaining the relevant information from the Windows operating system. The appropriate software can be defined from within Windows Explorer selecting the File Types tab under Folder Options from the Tools submenu.

Despatching documents is equally simple. When an electronic method is selected, the documents are gathered and despatched as appropriate. In the case of Technical Documents, these may also be issued on CD or DVD.

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