Managing and Archiving Specialized Documentation

Information contained in technical documentation is one of the most important assets for utilities. Therefore, proper archiving and management of technical documentation is a crucial element of a company's operations. Managing these processes without specialized IT tools is time-consuming and cumbersome. A properly conducted archiving process and the implementation of a dedicated IT application allow for the secure storage of documents for many years in proper condition, shortening the time it takes to retrieve originals and the information contained within them for a wide range of stakeholders.

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Centralization of documentation in an archive with a uniform structure

Document Digitization and Archiving 

Thanks to our specialized application, archiving and comprehensively managing technical documentation will no longer be a challenge. Our expertise in archiving technical documentation for Distribution System Operators (DSOs) includes conducting documentation analyses and developing the necessary documents governing the operation of the DSO documentation archive (Archive Instructions, Material List of Files), preparing valuation reports of collected documentation, implementing a dedicated application for managing the DSO archive, taking into account the operational layout of the power grid, and archiving and digitizing documents, all performed by an experienced team of employees.

Clear organization by established categories

This solution facilitates the standardization of procedures for storing and managing technical documentation within the enterprise. It ensures the security of archived documents and allows for quick retrieval. It also provides quick and remote access to stored documents and a uniform archive structure. The software enables clear division of documents into system-defined categories – legal, as-built, and operational documentation. Archived documents are presented by facility type: HV, main substation, MV line, MV/LV substation, LV line, connections, and according to the current network operational plan.

Discover the unique features of this solution that make it so practical  

Archiving and digitizing DSO technical documentation is not about inventory, but rather complementing it. It requires industry-specific knowledge of the power industry and is not the same as archiving office documents. As a result, it shortens the time needed to build a device knowledge base.

Integrations

Built-in integration mechanisms enable the archive to be connected to a GIS system.

Interface

A simple and intuitive interface allows for individual customization.

Scalability

The scalability and capacity of the solution ensure its performance is appropriate to the volume of documentation.

Security

Mechanisms that provide control over access to information contained in documents.

See the benefits of a technical documentation archive

Centralized storage and management of documentation with standardized procedures, ensuring remote and quick access to information.

Shortened access time to information contained in documents for a wide range of stakeholders.

Reduction in costs associated with multiple duplications of archived documents.

Systematization of formal and legal documentation used in court and administrative proceedings related to issues such as transmission easements.

Shorter time required to resolve issues related to, among other things, the location of objects during the vectorization phase of network model development.

In a relatively short time, we build a component of the network infrastructure knowledge base.

Document Lifecycle Management 

Document archiving and digitization are carried out in accordance with generally accepted standards and take into account the guidelines contained in the archival manual. As part of the process, documents are stripped of metal elements. The next step involves sorting, repacking them into special folders and archival boxes, followed by labeling and indexing. The process includes digitizing selected documentation – within each type of documentation, more than a dozen document types are identified, capturing and reconstructing historical changes to object names, establishing structural relationships and linking them to archival documentation, and linking various documents to the network infrastructure address within the inventory system.


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