When the Project is Over: EADOC and Archiving
EADOC is known for improving team collaboration and reducing risk during a capital construction project. But, many are not aware of EADOC’s significant benefits once the project is complete.
A Searchable, Rich-Data Archive After Project Completion
The archiving functionality of EADOC gives the team a rich, searchable, read-only, electronic record of the entire project, and maintains all the linked relationships between project documents, communications, and costs.
EADOC records all actions performed on each document with a time/date stamp and user details, so the complete history of all project documents is available in the archive. Also, since EADOC takes the place of uncontrolled forms of communication—such as fax and email—the archive provides an entire history of all project communications. In the event of a legal claim, the data in an EADOC archive can be used without the need of the EADOC system. This allows third-parties—such as legal representation—to easily make use of the archive data.
“Since we used EADOC on the previous three Los Osos projects, I still have immediate, Web-based access to all those project documents in case there are any questions or issues relating to the current recycling facility project,” noted Richard Huffman, the Resident Project Representative for HDR on the Los Osos Water Recycling Facility.
Paperless Archives Save Space, Money and Trees
A digital archive provides convenient, comprehensive access to the project record and eliminates the expense of storing all of the project’s documentation.
“Before we started using EADOC, my office was full of documentation,” explained Ayoub Al-Bahou, P.E., Engineering Manager from Lee County, Florida. “I even had to increase the size of my office, just to allow for the paperwork—the plans, the specifications—everything was paper then. I needed a warehouse just to host all the shop drawings, construction documents, the specifications, and RFIs for a $50 million dollar jail we did before EADOC. Now, I don’t need a 20’x20’ office to hold all this information. I don’t print anything anymore — I don’t print RFIs or shop drawings. I can access it anytime I want—from anywhere I want.”
EADOC reduces the need for physical document storage space both during and after a project, and archives are a great source of information for future operations and maintenance.
“At the end of the project with the closeout documents, we used to get these big Operations and Maintenance manuals, the as builts, and everything,” said Mr. Al-Bahou. “Now, I make all the contractors and engineers put everything electronically on EADOC. It costs Lee County $300,000 per year to keep a warehouse running, and by eliminating the need for printing, I don’t need that warehouse anymore.”