Archives of technical and construction documentation

The “Technical and Construction Documentation Archives” solution addresses the following tasks:

creating a user-friendly environment for working with technical and construction documentation;
centralized, structured storage of technical and construction documentation organized by property;
structuring, accessibility, and convenient search of archived documentation;
monitoring the timely transfer of documents to the archive;
delineation of access rights to archived documentation in accordance with the company’s privacy policy.

The functionality of the technical solution allows for the following operations:

Maintenance of a property object catalog;
Support for multiple company archives that differ in subject matter and content;
Creation of an archive structure for different types of property objects;
Creating an archival document linked to a specific level of the archive structure;
Importing archival documents;
Automatically generating an inventory of the archive’s contents;
Conducting an inventory of documents in the archive;
Displaying the actual location of the original document and maintaining a document issuance log;
Notifying the archivist of the expiration of document validity periods or the need to return the original document;
Quick search for archive documents

Job Description

Creating an archive structure

The main tool for this work is the reference guide Titles of Archival Documents, which has a hierarchical structure.

Directory of Technical Document Titles

Directory entry

The directory is populated manually using the auxiliary components Property Objects, Archive Sections, and Archive Sub-sections or by copying a previously created structure. The copy function allows you to create an archive tree with identical sets of document names for different property objects. Documents for a single property object may be stored in different specialized company archives that have different structures. At the same time, the composition of documents may vary within a single archive depending on the type of property object.

Creating an archival document

You can create an archive document in the following ways:

using the system’s standard functionality—from a file or from a scanner;
using the “Create Documents” button in the Technical Document Names directory;
using the Import Documents script. In this case, you can specify the details of the document being created.

The document is created with the Archive Document view and the Technical Documentation card type.

Archival document record

Document details for import

Search for Archival Documents

There are several ways to search for the necessary documents:

Creating search folders – by selecting the necessary search criteria, the user can access, for example:

— all documents related to a specific object;

— to documents for all properties located in a specific city or region;

— to documents in a specific archive, archive section, archive subsection, etc.

Using the “Documents” button:

— in the “Archives” directory card — displays all documents in the selected archive;

— in the “Archive Sections” directory card — displays documents for the selected archive section;

— in the “Archive Subdivisions” directory card — displays documents by the selected archive subdivision;

— in the “Archive Document Titles” directory card — displays documents by the selected title.

Using the special search “Search for Archive Documents” — search for documents by key details, such as validity period, scheduled return date, availability of the original, etc.

Search criteria

Report Generation

The report Document Inventory is generated by clicking the “Inventory” button in the Archives directory. The report contains a list of documents created in the system that are stored in the selected archive for the specified property, along with links to them.

The Inventory report contains information on the contents of the selected archive based on the specified parameters: by property, by the entire archive, by archive section, or by archive subsection. The report is generated by clicking the “Inventory” button in the reference cards Archives, Archive Sections, Archive Subsections:

You can also analyze the contents of the archive by using filters and groupings in the Technical Document Titles directory, and then export the screen contents to Excel.

The Issuance Log is generated by clicking the “Issuance Log” button in the document record or in the Technical Document Names directory, and contains information about the movement of the original document, including its location, date of issuance, and date of return. The data for the report is located on the Issuance tab of the archival document card

Business impact

The “Technical and Construction Documentation Archives” solution enables the implementation of archival management capabilities, reducing the time and labor costs associated with handling archival documents by storing and processing them electronically. Its use achieves the following benefits:

For archive staff:

automate the tracking of archival documents;
verify the completeness of archival documents;
flexibly control access to archival documents;
ensure the preservation (reduce physical wear and tear) of original paper archival documents by providing archive users with electronic copies of the documents.

For organization employees:

conduct independent searches for archival documents;
reduce the time spent searching for and working with archival documents by using electronic copies of paper documents.

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Archives of technical and construction documentation