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| ENCOMPASS:
DOCUMENT CONTROL – SCAN DOCS |
| Thousands of pages
of critical project-related documents are created, sent and
received during the lifecycle of a project. Soft copies often
sit on an individual’s PC hard drive or are posted to a network
location difficult to remember. Hard copies of documents typically
arrive via mail or are distributed during meetings. Once received,
they are either placed in inner office mail or walked around
the organization and eventually dropped on someone’s desk
for review. These types of critical documents are either manually
keyed into Prolog Manager®, or the information is only viewed
by the individual receiving it. The document itself is either
placed in a personal file cabinet, or into a file box that
ultimately ends up in a warehouse where it is difficult to
retrieve. Sometimes, the document is tossed out entirely,
never having made its way into the project management system.
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| The current process
of handling electronic and hard copy documents on many projects
results in process inconsistencies, lack of shared knowledge,
significant manual intervention, and an archive process that
is difficult and time-consuming to retrieve specific information
from. |
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| Encompass: ScanDocs
electronically centralizes processing of critical project
documents by automatically capturing, routing, and OCRing
hard-copy and soft-copy documents as they are submitted from
scanners, FTP servers, or simply copied to a network file
share. Once captured, new Prolog Manager® records can easily
be created, or the files can be automatically attached to
such existing records as: |
- Meeting Minutes
- Contracts
- Reports
- Drawings
- RFI’s
- Daily Journals
- Company Pre-qualification
- Transmittals
and Correspondence
- Subcontractor
Pay Applications
- Company Maintenance
- Insurance
Information
- Other Project
Documents or Forms
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The Encompass
client allows users to view, approve, modify, and process
scanned data from a central location, and route it to the
appropriate project.
Once the contents of the document are processed, the original
document is automatically linked to the corresponding Prolog
Manager® record, where it can be stored in Prolog Website®
or remain in the Encompass database. |
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| Key Features and
Benefits include: |
- Electronically
capture hard-copy documents for processing
- Monitor
network directory locations for incoming files
- Automatically
link document to Prolog Manager records
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- Centralize
and route scanned documents
- OCR
scanned files to convert to digital text
- Archive
hard-copy documents in a central project repository
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