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Track incoming documents and associated actions:
Archetype's Incoming Document Register managers the process of importing documents from other sources for example, from other consultants.
If you receive documents e.g. drawings, specifications, photographs, in fact any document type and these arrive by e-mail, on CDROM's, scanned documents, in paper format, etc you may have a problem knowing where to store them, which ones supersede previous issues, where the most up to date revisions are, etc.
The Incoming Document Register allows you to import documents of any type (including registering paper documents) and will automatically recognise and supersede previous versions of the documents from the same source. The register allows instant access to the current (i.e. most recent) version of any document and also displays a history of the document showing when previous versions were issued. These superseded versions can also be access from the document history.
Actions can be programmed for any document or batch of documents (e.g. make comment, approve, mark up and return, etc.) and the actions can be allocated to members of the staff team with required completion dates. The actions can be tracked to see which have been completed and which are outstanding.
Receipts for received documents can be printed with any associated comments.
Let us assume that you are working on a project where consultants issue various documents to you and that, for QA purposes, you want to keep a record of what you received from whom and when you received them. You also want to make sure that you can access previous versions of the documents so that you can check what was changed and when.
| Traditional
method: In a traditional computer environment the management of incoming documents tends to follow these steps: - Documents (say drawings D1, D2, D3 and D4) arrive from, say, consultant A and you save them into a folder so that other staff can access them, You create a folder and give it a name e.g. A Since you are likely to get other documents from A at various times, you create a sub folder in A named with the current date This will enable you later to see when documents arrived from whom. You save the documents in this folder. You also inform other people on the project where and what they are. You may need to remember that some action needs to be taken relating to the documents. Some time later, documents (say D1, D2, D5 and D6) arrive from A. Some of these are updates on documents you already have and some are new documents. Again you create a folder named with the current date and save the documents in it. Again you inform others that this has been done. Some time later, documents (say D2, D4, D5, D6 and D7) arrive from A. Some of these are updates on documents you already have and some are new documents. Again you create a folder named with the current date and save the documents in it. Again you inform others that this has been done. On the same day you get another issue (say D4, D6, D7 and D8) from A. Some of these are updates on documents you already have and some are new documents. You already have a folder with that date and if you save the documents in it you will overwrite previous versions so you need to create another folder and give it a different name Again you inform others that this has been done. At other times similar processes are followed for consultants B, C, D, etc. In order to know which document you have copies of, you may choose to keep a register of incoming documents. You now have a number of folders and sub folders which need to be searched to find a document, for example if you want the most up to date version of document D5 from consultant A, you need to open the folder named A and then, starting with the folder with the latest date, open each one in turn to see if there is a document named D5 in it. There are other copies of D5 in other folders and you must be careful to find the latest version. This is time consuming and there is a always a danger that you miss the document and find it in the wrong folder. |
Using Archetype: With Archetype you simply use the document import option. Import the documents into the Project Incoming Document Register Archetype automatically creates all the folders and sub folders and creates a register of the documents showing which have been superseded. To access the latest version of any document you select it from the register. You can also access previous versions of the document, if required, from the document history. |
Thomas James
Copyright © 2006