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06 Sep 2017

How To Keep Your Maintenance Documents In Line

September 06, 2017Blog

When it comes to maintenance management, how do you organize maintenance documents? Do you have a cabinet full of binders crammed with important engineering and maintenance documents? Do you have a drawer overflowing with USBs, or a network drive full of PDFs? Perhaps you have a Document Management System (DMS) that stores all of your engineering and maintenance documentation in one big database you search through each time you need to access maintenance instructions or find a list of critical spare parts. Are these systems working for you? Are you accessing your documents quickly and effectively? Perhaps there’s a better way!

Let’s Put Things Into Perspective

Say you are a typical asset-intensive company, with several sites, and thousands, if not hundreds of thousands of pieces of equipment to be maintained. To perform routine maintenance, you need to access many different documents in different places.

Of course, paper isn’t the answer. If you keep printed documents with every piece of equipment, they’re likely to get lost. Plus, keeping them in one location will not allow remote access for the rest of your team.

Keeping all of your documents on a network drive still requires searching through thousands of items for the correct one. As a result, many asset-intensive companies are moving their maintenance and operations documentation into a DMS. More effective? Possibly! Is it ideal? Not really!

Many companies find that as they move their maintenance documentation into a DMS, they still can’t find the information they need in a timely manner. Why? Because, when a document is loaded into the DMS, the appropriate metadata isn’t loaded with it. Metadata is the data that describes the document, providing information such as the manufacturer, the model number, year of manufacture, the type of guide, and any other information that makes it easier to distinguish one document from thousands of others.

Time Is Money

Assume it takes a maintenance worker 20 minutes to locate the right piece of information in the right guide. And assume you have 100 maintenance personnel accessing maintenance documents each week. That’s 33 hours (or .8 of a maintenance worker) lost per week, searching for information! Really adds up, doesn’t it?

Conversely, if the documents for every piece of equipment were available to a maintenance technician directly from their EAM or CMMS work order, you could eliminate virtually all of the time spent looking for the right information.

Think Next Level to Organize Maintenance Documents 

Asset-intensive companies use NRX AssetHub to provide a 360° view of maintenance and engineering information. NRX AssetHub automatically organizes and indexes maintenance documents into their corporate document management system, such as EMC Documentum, SAP DMS, BlueCielo, and others. When assets or their attributes change, our customers easily keep the organization and indexes up to date, saving maintenance workers time locating the latest engineering data and drawings. Let NRX AssetHub take your maintenance documents to the next level!

About NRX AssetHub

NRX AssetHub provides maintenance and reliability professionals at asset-intensive businesses with world-class software solutions for analyzing, visualizing, building, editing, organizing, approving, and sustaining high-quality Asset and Maintenance Data for the Enterprise Asset Management (EAM) and Computerized Maintenance Management (CMMS) systems. We help our customers get their CMMS data right. For more information, please call us at 1-877-603-4679 or book a demo today!

 

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