Trying to find a particular document amongst thousands of others can be a time consuming and frustrating task. If you work in the construction industry you’ll know just how much paperwork is involved for documenting every stage of a project. You may well have hard copies of contracts, plans, drawings and specifications, as well as storing them in a number of folders on network drives.
If your document filing system is unorganised will struggle to retrieve documents, find it difficult to know which is the latest version of a document and often important documents can be lost in the confusion. This can be easily solved by implementing Workspace, the document management software used by many businesses in the UK construction industry.
Workspace document management software provides a corporate platform for filing and managing documents, with centralised control that complies with your rules for best practice. Only one copy of every document will be stored in Workspace, tagged against the numerous relevant organisations, contacts and projects for ease of retrieval. This intuitive system records version control and can integrate with existing referencing protocol.
The document management software also has a check-in / check-out feature that prevents more than one person from editing a document at one time. As well as storing files efficiently, Workspace keeps a record of each document which details information such as:
- Readers (whether internal or external user)
- Who has revised or amended the file
- Date of publication and amendments
- If the file has been emailed, including senders name
These individual reports ensure that documents are properly managed and do not get lost or duplicated. This makes, storing, managing and retrieving documents easy, and means businesses can run much more efficiently.
If you have any questions about Workspace or would like to learn more about the benefits it can bring to your business, please don’t hesitate to contact our team.