Today most asset-intensive companies organize maintenance documents through cabinets full of binders, overflowing data in USB or hard-drives. Some might even have a Document Management System (DMS) that requires thorough searching each time you need a document. While companies still might be using these methods, there are more effective and quicker methods when it comes to maintenance management.

Let’s Put Things Into Perspective

Most asset-intensive companies have several sites, and hundreds of thousands of pieces of equipment to be maintained. To ensure that routine maintenance schedules are met, you need to access a variety of documents in different locations.

Even in 2018, with all the technology and computers that we have today, some asset-intensive companies still use paper for its simplicity. However, not only can papers get lost, misplaced easily, papers being stored on location limits 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

For example, 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!

If the documents for every piece of equipment were available to maintenance technician directly from their EAM/CMMS workorder, you can eliminate practically 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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