Under the hood of Online Planrooms and Digital Document Management – First in a Series
- Where do I start with selecting a Digital Document Management System / Online Planroom?
- How do I get the right information for a project to the right people quickly?
- How do I handle the bidding phase of your project?
- How can I win more bids and/or track my project?
- Are my project documents secure and available 24/7 online?
- Do I have the right addenda or revision and how can I track this?
These are a few questions you will ask yourself when considering the adoption of a digital document management system or online planroom.
Which phase of the project? There are numerous solutions available to provide online document management through the different stages of a project. Each application has its strengths and weaknesses. Some products focus on only the bidding phase of the project life cycle while others incorporate multiple stages allowing you to utilize the same software throughout the entire project.
Typically, an online planroom is utilized during the bidding phase and then the General Contractor is responsible for managing the construction bulletins and other information during construction. Why switch document management solutions in the middle of the project, when you can continue to use the same solution through closeout?
Reviewing your internal process and creating an internal standard of utilizing an online document management solution allows you to become more efficient, along with the consultants and contractors you deal with on a daily basis. Furthermore, your process will become more efficient, subsequently lowering your costs. At the end of construction, when utilizing an online document management system, you are able to track the project from start to finish allowing all the information to be handed off to the facility maintenance team.
Online Document Management Model: Online document management systems are delivered in a couple different models, such as SaaS (Software as a Service) model, cloud based model, or a solution which requires investing in internal IT infrastructure to operate the document management system. The SaaS model has been increasing in popularity recently with the push of the “Cloud”. The SaaS model allows you to shift some of the responsibilities and costs, such as hosting and maintaining the online document management system, to the solution partner. During these hard economic times, companies are turning towards SaaS solutions to alleviate administrative labor related to plan distribution and information tracking, allowing them to focus on other aspects of the project.
How can BPI Help? At BPI we make every effort to stay on the cutting edge of technology and offer you the best solutions available in the industry. If you have questions on selecting the right online document management system. Let us know and we can help analyze your needs.
Be sure to check back soon for more information on selecting an Online Document Management System that is right for you.