Document Register Overview

The Document Management System stores textual information about drawings, documents and graphics in a common register. For electronic documents the system stores the disk location and document type (file suffix) and can be viewed from within the document management system and other related OCS systems. All documents, document codes and related information are held within a document company.

The OCS system may be set-up so that it uses individual document companies that match each OCS, Inventory, Purchasing and Maintenance companies or one global document company that will be used by all companies. This allows documents to be held at an organization level or at a company level.

Revisions

Multiple revisions of a document can be maintained in the document revisions. Revisions allow for history and rollback of documents. Certain revisions may be attached to OCS documents to allow and accurate point in time snapshot of the document to be related. This is important for safety based and historical documents.

Associated Documents

Documents can be associated with other documents. Any number of existing documents may be associated with a document.

Document Relationships

Documents can be related to various areas within the OCS system. Documents may be related to the following areas:

• Plant Structure
• Component Skeleton Structure
• Operational Structure
• Equipment
• Component Items
• Catalogue Items
• Work Specification
• Work Orders
• Material Type
• Department
• Contract
• Purchase order

Documents related to work orders and purchase may be printed automatically. Documents can be manually or automatically copied as OCS documents are created. eg. Documents attached to work specifications and equipment can be manually or automatically copied to generated work orders.

The document register is extensible and easily expand to allow for simple relationship with other document types.

Meta-data

Documents may have meta-data attached. This allows for storage of additional information about the document. Any of the meta-data may be search to allow for simple location and retrieval of documents. Some of the meta-data that can be attached includes:

• Number
• Revision
• Office
• Equipment
• Discipline
• Status
• Originator
• Title
• Type
• Locations
• Old Document
• Scale
• Size
• Created By
• Revised By
• Checked By
• Creation Date
• Revised Date
• Checked Date
• Release/Version
• Supplier
• Supplier Reference
• Date Supplied
• Comments

Additional meta-data may easily be added.

Viewing Documents

If the document type indicates that server side viewing is used then the server program specified on the document type views the file. If the document type indicates that client side viewing is used then a windows client program determined by the file type association's set up in Microsoft Windows views the document. These documents may then be modified, viewed or printed as determined by the viewer program.

Document Enquiry

The Document enquiry allows the entry of multiple selection criteria with leading and/or trailing wild cards. The enquiry output can be directed to the screen or to a report. All fields can be wild carded with? or * (except date fields) both leading and trailing wild cards can be used such as *CAD*. Any combinations of selections are valid. Matches will be based upon documents matching all selection criteria entered. The selection fields search the corresponding field in the document register. Once located the document may be simply viewed, printed or edited depending upon security and viewer capabilities.

Reporting

The document register comes with a complete set of standard reports such as:

• Summary
• Condensed
• Detail
• Created By
• Location
• New Documents

Additional reports and modifications to standard reports can be specified using the software tools provided with the system.

Integrated Document Management

The document register can be used as a standalone document register for storage and retrieval of all company documents. It may also be used as an integrated part of the OCS system to allow seamless ability to store and retrieve documents related to OCS documents.

• Work Instructions. Create work instructions documents that can be easily attached to work specifications and automatically copied to generated work orders. Through the use of revision control an accurate record of the instructions performed for the work order are held and can be reprinted at any time.
• Permits. Attach permits to equipment and areas of the plant and automatically or manually copy them into the work orders. No longer will trades people have to chase up permits for work to be performed. All related permits will be automatically printed on the work order.
• JSAs. Attach Job Safety Analysis to work orders to ensure all safety related information is printed with the work order. This is vital in today's safety requirement in the mining, oil and gas industries.
• Contracts. Keep all contractual related documents stored safely stored for later retrieval.
• Purchasing Terms and Conditions. Automatically include purchasing terms and conditions for services and hazardous materials.
• Engineering & Electrical Drawings. Have all drawings for plant, equipment and components available to simply finding required information for maintenance and engineering activities.

Control Your Documents

• Centralized document handling, storage and backup
• Stop losing documents
• Ability for employees to search and locate documents
• Enforce company document policies