Document Control Office

Since our formation in 1996, we have worked with various document control systems. However, we found that, whilst they shared similar features, they all lacked the ability to create and manage project correspondence. Together with our preferred partner Aconex we will provide an online document and correspondence management system to store, track, search, archive, version control and report on all documents and mail items. In addition, there are built-in tools to help you communicate in real time through instant messaging, document viewing and drawing mark-ups, allowing true collaboration between you, your Client and your Contractors.

Some significant benefits that we can provide are listed as follows:

• Direct online web access to documents and correspondence
• Built-in project correspondence management
• User restricted information access
• Scalable user security access
• Online file viewer compatible with 450 file types
• Live crash data recovery
• No system requirements other than a PC and Internet link
• Approval submission reporting
• Free 24/7 online support
• Our Groundbreaking project collaboration tools

Our Document Control services can be broken down into four sectors:

1. Training
2. System Setup
3. Documentation & Correspondence
4. Maintenance & Project Close down

Training for Staff and your Nominated Contractors

Amtech will allocate on site personnel throughout the Project to provide ongoing assistance and training for existing and new personal.

In addition, FREE online support will be provided 24/7

In contrast to other EDMS systems, where licensing and support training would be chargeable per user, we can deliver a project-wide training package to support the successful integration of the system regardless of user numbers.

To summarise, together with Aconex we will provide:

• Unlimited Training
• Online Support
• Onsite Support within service locations

System Setup

Hardware

It may surprise you but there are no hardware requirements other than an internet connection and your laptop or pc. As a web based platform, we have eliminated the need for the usual office disruption with expensive IT servers, system upgrades and costly maintenance. In addition, our collaborative system can be expanded with relative ease to new consultants/contractors who join your project.

No need for IT skills or resources

• Easy to use – if you can use a web browser, you can use Aconex
• Updates are managed by us – forget about downloading patches
• We maintain the system – no need for staff to support internal system maintenance

Gets you up and running fast

• Implementation within days – no waiting for software to be installed
• Unlimited training – we don’t even have per user or per class costs!

Software

Our Software as a Service (SaaS) model helps lower your project expenditure, reduces risk and removes the need for specialist internal IT support.

Aconex collaboration technology is designed to get you started quickly and our training and support ensure high uptake and early user acceptance.

It is only natural that you will want to compare a hosted or SaaS delivered solution (such as Aconex) with the alternative of installed software so we have done the research for you.

The SaaS model provides for a flexible solution that can help you lower costs and risk exposure and get started quickly on your project anywhere in the world.

Saves you money

• All you need is a web browser – there is no need to install software
• There is no limit on user numbers, and no license fee per user
• You get access to our vast data storage – it is not restricted by your hardware

Reduce risk

• Full security and data back-up – no need to set up your own systems
• Complete uptime Service Level Agreement (SLA) guarantee – Aconex take on the risk for You

Help with user acceptance and uptake

• High uptake is the norm
• We will proactively contact, train and encourage other project participants for you
• Aconex is a neutral provider – the data isn’t behind a firewall of one of the project companies

Security

All login and authentication data transfer to and from our servers is encrypted using a 128 bit SSL certificate signed by a Certificate Authority.

Users may opt to use this encrypted communication for all traffic to and from Aconex.

Security is built into the Aconex system itself on three levels:

• Through the project
• By any organization
• And by user-level controls

Organizations can only see data that belongs to them or has been sent to them. Information is privately secured on a company-by-company basis.

In addition, correspondence confidentiality can be set between the sender and recipient companies. All configurable ‘roles’ can be set that will govern and manage multiple privilege levels on a user-by-user basis.

Each organisation owns its own project data (information that has been created by or sent to that organisation) and retains control of it in a private mail and document control register.

Access to data cannot be revoked or denied by any other organisation or individual on the project, and archive copies can be ordered at any stage during the project.

Hosting (Aconex)

The hosting is held on servers in multiple data centres around the world. It provides the highest levels of document security, onsite technical support and data integrity.

24/7 internal and external video surveillance, controlled access, round-the-clock monitoring, fire control and disaster recovery systems, on site auxiliary power generation, and locked racks physically secure all of our hosting equipment.

Three copies of your data are stored at all times across at least two geographically separate locations.

Our comprehensive monitoring infrastructure captures and analyses system performance, service availability and resource utilisation, allowing us to respond proactively to potential system issues.

In summary,

• Hosting in secure multiple world-wide data centres
• Live data ‘disaster’ recovery systems
• Constant data monitoring with onsite technical support

Maintenance & Project Closedown

Document Distribution

The documentation and correspondence can be further controlled with an allocated distribution list which can be easily created. We would advise that electronic transmittals be used for sending any documents onward for review, approval or for information actions.

Reporting

We can produce information to show document status, including numbers responded, outstanding and overdue from any organisation. This can be integrated into our Monthly Project Reporting alongside the main Project Control Report. In addition to document reporting, we would review and report on correspondence that has timescale response demands.

Claims & Recovery

Our system of indexing and fast retrieval of documents and correspondence allows you to quickly build up the base data for a claim analysis, in determining basis and quantum for Extension of Time claims.

Archiving

On the completion of your project, all documentation and correspondence produced and issued from our Document Control Office (Aconex system) will be backed up onto a physical format such as DVD discs, tape format, etc.

We will endeavour where possible to format and index the data to be compatible with your existing knowledge database systems which would allow retrieval similar to the structure used on the Document Control Office during the project.

For an overview of more of our services, visit our Take A Tour page.