DocmaX

Document management is fundamental to all operational and business areas of a company. It is of particular relevance and importance for managing, controlling and progressing large scale construction, engineering and fabrication projects from inception and design through production to installation and commissioning.

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

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

Many more organisations are trying to become ISO 9000 certified. This means they have to religiously document, control, track and manage everything they do and have absolute certainty that the drawings and documents they are re using are the correct ones of the latest revision. 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.

BENEFITS

DocmaX delivers numerous benefits across the entire organisation. These include:-

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

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. Our easy-to-use and affordable software solution, DocmaX, is an integrated system of electronic file management and control, workflow processing and document and drawing management which focuses on getting the job done. Above all it assists in ensuring the workforce and appropriate audience is always viewing and utilising the latest revision of a document or drawing.

DocmaX enables you to:-

Ø	capture different types of files i.e. documents, drawings, spreadsheets etc.
Ø	control these files and who is allowed to view, change and revise them
Ø	search the database to locate the documents you need
Ø	centrally manage documents and revisions - access, security and permissions
Ø	manage the workflow of documents across projects, staff and departments
Ø	bulk load documents and drawings from external sources (clients, partners etc.)
Ø	use a notification process to ensure all users are aware of document revisions
Ø	have a tailored view into the database by using focused workbasket facilities
Ø	automatically convert different document types to PDF for standardised views
Ø	bulk import/export documents to and from the system to save time
Ø	book time against documents for accountability and billing purposes

DocmaX facilitates both simple and complex working environments for individual processes and projects, employees, workgroups, departments and multi-site enterprises. It provides simple and secure access to all your electronic documents, drawings and files. Its powerful database keeps track of all files and associated information and frees you completely from remembering fileserver names, volumes, folders, directories and even filenames. There are powerful search and filter facilities to help you locate your documents with user definable keywords and document categories being of significant importance.

All drawings and documents are profiled and activity is tracked by DocmaX audit trails with high emphasis placed on managing document revisions with a configurable revision control system. Once revised (and approved), the latest revision is made available to the appropriate projects, work groups, departments and personnel to ensure users are always viewing and working with the latest versions of drawings, documents and files.

DocmaX also includes a powerful workflow engine that automates document workflow routing. It can be configured to ensure there are multiple workflow routes dependant on operational, project and workgroup requirements.

Other unique features can also be included in the base DocmaX product, as required. These include, but are not limited to, 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, time booking module for tracking hours (client billable) against drawing revisions etc.

Main Features and Facilities

Ø	Audit trails of revisions and changes
Ø	Document revision control
Ø	Auto file conversion to PDF
Ø	Quick search for documents
Ø	Bulk import/export of documents
Ø	Time booking against documents
Ø	Central document repository
Ø	Workbasket facilities
Ø	Comprehensive security
Ø	Workflow customisation

DocmaX is one of the key components of the MatriX software system - the complete operational and strategic solution for the 21st century. An elegant, easy to use and integrated solution MatriX offers a guarantee of greater control throughout your business.