Contents

What TDOC is
Document Types
Document Movements
Administrative Registers

What TDOC is

TDOC is a software application suitable for organisations who are either party to a contract, for example as a subcontractor in contract with a main contractor, or a main contractor in contract with a client, or a project manager running contracts on behalf of a client, and who need to manage their documents in a contract environment.

TDOC operates for one party on a project to allow them to create and retain their own records, and in so doing enables them to:

- Adhere to the requirements of the contractual conditions of contract,
- Meet the requirements of ISO9001:2000,
- Reduce clerical and administrative costs,
- Be a single source of information and documents relating to the contract.

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Document Types

TDOC handles three different types of document. These are classed as:

- Technical Documents - such as drawings, specifications, material lists, etc, which are usually sent under cover of a "Transmittal Note" which is a formal document issued in accordance with the contract.
- Forms and General Documents - such as Letters, Requests for Information or Technical Queries, and similar formal communications.
- Work Package Management Information which includes:
  - Contemporaneous Notes and Informal Communications,
  - Daily Record Diary - information such as Weather, Accident Book, Visitors etc,
  - Minutes of Meetings managed by the user,
  - Snagging or Inspection Reports,
  - Events - target and achievement dates,
  - Time and Expense sheets.

Technical and General documents are split into two sub types:

- Those that are generated by the organisation using TDOC,
- Those that are received from other third parties.

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Document Movements

There are only two movements relevant to a document as seen by the person or organisation handling it, and these are:

- Its Receipt, if generated externally, or Creation if internally generated,
- Its Issue or Despatch either internally or externally.

When a document is received or created, its details are automatically registered in the appropriate registers within TDOC. There are a plethora of variations when the different types of document are taken into account, and the types of movement occurring.

Another way to view the movement of a document relates to the perspective of the parties involved: The first party despatches a document to one or more other parties. The other parties receive the document. Each party therefore does a different thing and thus have a different perspective of the same document.

In summary documents are moved BETWEEN organisations for a PURPOSE. This requires that the database in addition to registers for the various different types of document has registers of administrative data to enable the moving of documents to be done quickly and efficiently. In TDOC the administrative registers are shown in the table below.

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Administrative Registers

At its simplest level, a register contains the title of the entity, and the unique reference by which it is known. Information in these registers is often combined with a document reference. The following table lists the administrative registers and their use.

Register | Purpose | Accessible within:
Categories | Provides predefined selection lists with appropriate attributes. For example the "Reason for Issue" of a Technical Document may have an instruction message attached, and or may require that the recipient return the document. | System Utilities
System Parameters | Controls the way in which the software operates, and where necessary relates to categories. | System Utilities
User Settings | Holds user information and settings such as Email and FTP information, etc. | Every Module
People [Address Book] | Provides a list of people and organisations from whom documents can be to received or sent. Also holds all the necessary information to enable transmission. | Document Control & User Actions
Jobs [or Contracts] | Provides a list of Jobs (viz contracts) for which documents are being managed. Also other related information such as standard distribution lists. | Document Control & User Actions
Groups | Provides a list of "entities" to which documents relate. A specific group type category exists for "Work Packages". Technical Documents may be related to many groups, but others to only one group. | Document Control & User Actions
Subjects | For General Documents, provides a list of "Files" in which a paper document would be held. | Document Control & User Actions
Projects | A project may have one or more jobs assigned to it. The principal function is to enable the abity to hold additional references on Technical Documents. | Document Control & User Actions

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