Document Storage in a Paperless Environment
Now that we have covered (in this paperless series), the benefits of leveraging technology for maintenance and calibration along with some of the necessary components, specific functionality of paperless systems and how it all has affected work execution, we will now dive into how to manage documents in a paperless state.
What do I do with all of the documents that are still paper or in external systems?
One of the biggest questions faced when companies are switching to or already using paperless maintenance and calibration management is how to manage paper documents or external files.
This question also brings about a host of other questions about the functionality of paperless document storage including:
- How do I keep files from being lost?
- How do I prevent broken file links?
- How do I relate documents to work records, assets, etc.?
- How do I store versions of documents with the ability to view previous versions?
- How do I create user and technician buy in so that the system is reliable and up to date?
Modern Document Engines, such as the one found inside of Blue Mountain RAM, provide a simple solution to storing paper records and records from external systems. In addition to this, Blue Mountain RAM’s Document Engine also provides a conclusive answer to all of the questions listed above.
So, what is the Document Engine and how does it help when going paperless?
The Blue Mountain RAM Document Engine stores files of all types inside of the Blue Mountain RAM database in order to maintain consistency among files. By storing files in the database, they can be attached to asset, work and other records and stored in a version by version manner in the audit trail without the risk of lost files or broken links. Check out the video on Blue Mountain RAM Embedded Document Storage:
What kind of files can be stored inside the Document Engine?
Vendor Work Records including calibration certifications, maintenance work orders, spreadsheets, PDF’s, Word documents, document process calibrators (DPC) data files and any file type that can be opened on a user’s local computer.
How does the Document Engine benefit me in a paperless state?
If you are going paperless or already paperless, the Document Engine can eliminate headaches of storing and keeping tracking of documents in three ways:
- Embedded in Database – By embedding files directly into the database, it creates an all-in-one systems that eliminates the need for users to login to separate programs or file systems to access a particular document relating to maintenance, calibration, or another type of record depending on how you use the software.
- No missing files – Because documents are stored directly in the database, you can never lose a document or have a broken link.
- Versions stored in Audit Trail – The Document Engine will store all past files in the audit trail to be accessed anytime in case you accidentally replace the wrong file or need to access an older version.
Click here to view a recorded version of our “Leveraging Technology for Maintenance and Calibration: Going Paperless” webinar.
Read the Leveraging Technology for Maintenance and Calibration Series:
Blog 1: Going Paperless
Blog 2: Workflow Automation
Blog 3: Work Execution
Blog 4: Document Storage
Blog 5: Mobile Coverage