Tech. Services: EDMS- Stages

 

Electronic Drawing & Document Management Systems (EDMS)
Stages of Developing and Designing an EDMS System




Pilot Program Stage for EDMS System:
  1. Identify suitable hardware, software, platforms, connectivity, and peripherals to meet the requirements identified in the consulting phase. Does your organization currently have any of these components?
  2. Configure hardware, software, platforms, connectivity, and peripherals to meet the needs identified in the consulting phase.
  3. Convert (scan etc.) a suitable quantity and types of Drawings as identified in the consulting phase to digital format.
Drawing Conversion Stage for Existing Drawings
(Preferably Before New System Implementation):
This stage is usually the most expensive and time consuming. It can be implemented very early and, if need be, independently of the "pilot" and "system implementation stages". This stage can be done independently of the system equipment vendor. By starting the "Drawing conversion" phase first, backfile conversion (scanning) will be completed leaving only new drawings and Drawings for conversion (input/scanning) into the system.
  1. Identify: Existing digital files and if they will included with scanned images on system.
  2. Identify: Existing paper, film photos, etc to be scanned.
  3. Sort, Mend, Prepare: Existing Drawings to be scanned. Drawing should be free of staples, etc with edges flat and tears mended.
  4. Choose mainstream file format for scanned images: For example: Tiff Group 4, PDF, JPEG,  CALS, Etc
  5. Choose interim viewing software to be able to view, print and evaluate images.
  6. Scan existing Drawings by using a scanning service. Indexing can be done later using new system software.
  7. Identify file name on all Drawings before scanning/conversion
  8. Burn to CD ROM w/ "Run Time" Viewer/Printer/Plotter: All scanned images, CAD files, word processing, files, spreadsheet files, etc for compact storage and easy use on any system.
Drawing Conversion Stage for New Incoming Drawings:
All "New" drawings and Drawings can be immediately converted to digital format. In order to arrest the growth of back file Drawings to be converted while a new system is evolving and while, perhaps, existing back files are being converted, a few approaches can easily and simply be implemented:
  1. You can retain the services of a Drawing Management/Scanning Service Bureau to convert all new Drawings to digital format on a regular basis...at least until a new system is in place and your Drawing conversion plans are in place. Only a few simple decisions need to be made to do this:
    1. The logistics of implementation:
    2. The file format for the scanned images,
    3. File naming and indexing, and
    4. Who, if anybody, will have, want, or need access to the scanned images prior to the implementation of the new EDMS system
  2. You can obtain a simple PC based system for Drawing conversion until the EDMS system is in place. Only a few additional, simple decisions need to be made to do this:
    1. The items in #1 above plus,
    2. If not already available, one or more PCs, plus drawing, and film scanners with their software, and a simple viewing/printing program to review and print.
  3. You may want to consider a combination of both 1 and 2 above where scanning, etc is performed both in house and with the assistance of a service bureau.
Evaluation of Pilot Program Stage:
  1. Test use digital images with the preliminary system design
  2. Review and Re-evaluate: Preliminary system design and digital images
  3. Modify design of system as needed
  4. Re-Test: Digital images with the modified system design
  5. Identify: Logical implementation phases of system and Drawing conversion
RFP Stage:
  • Write RFP based on results of Pilot Program. Separate RFPs should be written for the "Integrated System" and the Drawing Conversion, Indexing, etc.
Other Purchasing Considerations:
  • -- The Drawing conversion component of implementing an EDMS program is the most expensive and time consuming aspect of the entire project. Since the conversion component of implementing an EDMS program is so critical, consider multiple vendors for Drawing scanning, conversion, and indexing....at least in the beginning. "Small Purchase" orders, Credit Card Purchases, Blanket Purchase Agreements (BPAs), etc. often work well. Since the scanned image quality is so crucial, the "small purchase" approach provides the using organization an opportunity to carefully evaluate (and easily eliminate, if not performing) more than one service bureau. This approach can also reduce the time to complete the Drawing conversion process. This is true, real world competition amongst firms. It also allows work to begin much sooner, especially if there is a limited budget. It also allows smaller companies to compete more easily. Most importantly, it can help eliminate the possibility of being stuck with a low price/low quality service bureau who can easily ruin the entire project.
System Implementation Stage:
  • Implement: Installation, testing and training of personnel on system as specified in RFP

Main Index
Info Request

CopyrightŪ 2003 CTS All rights reserved.