The utility and power companies are high on the list of industries that benefit from document management software. The analog process is a decade old now, technology offers a better and efficient solution in today’s business problem. New tools allow utility companies to thrive in time and meet the increased demand, productivity and innovation. These are the four ways in which document management software supports power and utility companies in those challenging environment.
1. Faster Project Turnaround
Many projects face that roadblock and are threatened to face that any halt in progress. DMS software offers its support in those areas that may be the cause of slow or no success. Suppose the user send an automation protocol, the DMS software will automatically send notifications and critical updates to the responsible people keeping the project moving within the deadline. The DMS keeps the whole team on the project on the same page maintaining a sound collaboration.
2. Efficient Digital File Management
While utilities used to deal in paper drawings and models of the project, it is all moving digital now. The projects are increasing the efficiency and accuracy of the projects. This also poses a problem for an industry that has relied on paper storage for quite a long. DMS solves all the conflict by offering excellent digital file management. Find any information quickly and the complex file management is handled efficiently.
3. Efficient storage of expert knowledge
Technology is helping to capture and preserve the institutional knowledge of employees heading into retirement. Utilities need to capture not only technical expertise but also specialist knowledge of the experts. By capturing the experience of these employees, you are making it available for future employees.
4. Securing Data
One of the serious concerns in the utility and power industry is a breach of intellectual property rights. This also includes the risk of important blueprints being disclosed to unauthorized people. A DMS for a utility and power companies removes these concerns by preventing all the crucial data. With a DMS only authorized people will get access to the appropriate information. The DMS can help you retain any file during editing. So if you have deleted the file accidentally, you can easily maintain it.
An administrator can be assigned who will allow access rights to a specific individual based on the information.
5. Version Control
In the olden days, due paper records or blueprints of designs, drawing every design, again and again, was automatically reduced. On the contrary, since the digital recording has been used a file can be updated countless times. Companies using email to share multiple iterations are at the risk of mistakes that come with file versioning.
Docupile eliminates these versioning risks ensuring that only one user at a time can make changes. This is important to do when we are talking about a utility and power company. As designing blueprints are the crux of the industry and changing that means it involves many team members.