Legacy Document Collation
The modern Utility or Construction Company will expect to manage information using one of a wide range of available Document Management Systems. These systems give centrally controlled and easy access to a wide range of documents for the business. As new projects are commissioned electronic documents can be sourced for these systems and COGNICA provides comprehensive services to manage system population and updates.
However, it is only a few years ago when the majority of information was delivered as paper manuals or in bulk scanned PDFs on CD-ROM both of which create problems for document management teams.
Tackling this legacy information has become a priority for many companies looking to exploit the advantages of a more accessible information storage.
COGNICA has been involved in a number of data and document projects dealing with legacy information, using the knowledge gained over twelve years of document management projects and practical experience of document conversions.
COGNICA was responsible for collecting, collating and indexing the key document records that Severn Trent required to operate and maintain their Reservoirs. The very nature of the Reservoir stock meant that documents were held in a wide range of formats, including painted drawings on linen sheets, and at number of locations. COGNICA provided resource to locate and audit the available documents before carrying out a comprehensive scanning and indexing exercise. All of Severn Trent's reservoir documentation is now held in a centrally managed document management system.
COGNICA has also carried out a document audit for United Utilities reservoir records. Each document was labelled and described in a simple Microsoft Access database. COGNICA's staff visited a number of sites to conduct the audit, identifying where each document was located.
Keadby Power Station
COGNICA performed an audit on several thousand drawings held at the Keadby site. The audit confirmed which drawings were available in the company's electronic archive and which needed scanning and including.
The audit checked document reference numbers to provide a mapping table for the location of drawings referenced by the paper and electronic systems. COGNICA also checked and recorded key descriptions of each drawing to facilitate the search functionality offered by the drawing management system.
