Contents

Tasks
Document Varieties
About Document Referencing
Multiple Document Numbers
Revision Numbering
Groups
Document Filters

Tasks TDOC manages the complete loop for the control of technical documents. The loop consists of a number of discrete tasks (which operate at revision level):
  • To receive documents from Other People for a reason which might require the documents be returned to the sender with a status and possibly with comments,
  • To create ones Own documents,
  • To issue either one own or other peoples documents for a reason which might require the documents to be returned from the recipient with a status and possibly with comments,
  • To receive back from recipients documents issued to them.
  • For other peoples documents, to coordinate the various status and comments received into a single status with comments, and then to return these documents to the people from whom they were received.

The methodology adopted in TDOC is to match the document controllers tasks. Thus for each of the above tasks, there exists a separate screen, often with tabs in which different parts of the task are carried out.

There are a number of other subsidiary tasks which make the principal tasks easier, including:

  • Recording that a recipient has acknowledged receipt of a revision of a document,
  • Allocating Documents to Groups [e.g. Work Packages] and Groups to Documents,
  • Specifying a Status and Comment to a Revision of a Document,
  • Allocating a Keyword (or phrase) to a Document or a Revision of a Document.
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Document Varieties There are two distinct varieties of document:
  • Electronic
  • Paper
Each type may be created from the other.

It is possible to receive the same revision (or version) of a document in paper and electronic format, or in the same format more than once. In TDOC, for Other People's documents, these copies are known as Duplicates.

TDOC registers both varieties of document in the same way, except that for Electronic documents, TDOC stores the specific location of the document - usually on a server.

It makes no difference to TDOC how documents are received whether it be on CD/DVD, downloaded from a remote server, or by email, or in hard copy. Similarly, it is immaterial to TDOC whether the accompanying transmittal document is in an electronic format or hardcopy.

When issuing documents to third parties, at the end point when the user comes to despatch the transmittal and accompanying documents, the user may select any combination of hard copy or electronic, and in the latter case which electronic method.

When electronic documents and electronic transfer are used, TDOC supports EDI to allow import and export of data and document between systems.
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About Document  Referencing Thw structure within TDOC by whuich a Revision of a Document  is referenced is as follows:
  • Each Revision of a Document must belong to a Document
  • Each Document must belong to a Job (or contract)
  • A Document may belong to one or more "Groups" - such as a Level, Area, Zone, or Work Package
  • To a Document may be attached one or more Key Words, subject to below
  • To a Revision of a Document may be attached one or more Key Words, but these cannot be shared with the Document
  • Movements of a Revision of a Document relate to the Revision.
The following diagram illustrates this.
Technical Document Referencing Structure
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Multiple Document
Numbers
 TDOC can handle multiple numbering systems. However, implementing multiple numbering requires careful consideration.

The following matters should be considered:
  • Is the additional reference actually required ?
    • TDOC allocates an internal reference to every item (copy of a revision of a document) received.
    • TDOC can record the "Location" of every copy of every revision to assist with "manual filing".
    • TDOC holds the location of any electronic document that is attached to it.
    • The use of TDOC makes locating documents very easy. TDOC can locate documents in ways which are not feasible manually. Once located, the history of a revision of a document can be viewed, and if an electronic version exists, it can be viewed.
  • Is the reference mandated by the client ?
    • The Project Document Reference is designed specifically to handle this requirement.
  • What is the file name of the relevant electronic document ?
    • Electronic documents can only have ONE file name.
    • It is preferable that such name relates to the handle by which people locate the file, and this includes:
      • Yourselves,
      • People from who you receive documents,
      • People to whom you despatch documents.
Additional
References		 By linking a Job into a Project [See Administrative Registers, Jobs Register], a document may have a second reference viz:
  • As well as its primary [or Makers] reference,
  • A secondary or project reference.

Please see How TDOC Works, References, Technical Documents for more information. However on occasion a document may require additional grouping information to be associated with it. Attaching such additional references is accomplished by using the Groups Register, through whuich it is possible to associate an unlimited number of additional references to a document.  

These may be used for example to associate all electrical subsontract documents together.
Implementation

In order to facilitate this the following requires to be done:

  • Set up a Group Type called (for example) "X" with a description of ""Extra Doc Refs",
  • Create the necessary groups (for example) "RefA" each with a title. If the additional reference is in excess of 8 characters then the group title must be used to hold it.
  • Link the document to the groups to activate the additional references,
  • Edit the various reports and transmittal document layouts to show the Additional References as required.

Please note that more than one document may be allocated to each additional reference. This can be an advantage if the additional reference is for example an item of plant such as a pump.
SDRS TDOC includes a Supplier Document Requirement Listing, also referred to as a VDRL. The philosophy and mechanism are well defined in the Oil, Gas, and Process industry, and should be implemented if required in accordance with established industry practice.
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Revision
Numbering
 Revision numbering can sometimes cause problems for databases when the sequence of revisions does NOT follow the ASCII Table which is 0 to 9 followed by A to Z. There are two specific problems:
  • The sequence is A to X followed by 0 to 9.
  • The sequence is random. This is not allowed for Ones Own documents.

For One's Own documents, there is a parameter setting to enforce one of four options:

  • A to Z (Letters only)
  • A to Z then 0 to 9 (Letters then Numbers)
    • This is not recommended.
    • Information in the database is internally transformed before being stored, and after being read.
  • 0 to 9 (Numbers only)
  • 0 to 9 then A to Z (Numbers then Letters)

The handling of out of ASCII order revisions for Other People's documents is handled (as a matter of necessity). There are two methodologies available within TDOC.

  • Use an additional character.
    • This is the recommended method, and has been proven more than adequate over many years.
    • These are hidden on reports and browses.
    • The recommended characters to put revisions in ASCII order are: [Space], * [Star], - [Dash], and . [Full Stop]. The Document Utilities module enables use of this methodology retrospectively.
    • The use of other characters should be avoided.
    • If the first revision characters were P or T or C, then these would be represented by [Space]P, -T or .T, and C.
  • Map the first character of the revisions.
    • This is setup in the Names Register for a specific job.
    • See Administrative Registers, Names Register, Miscellaneous.
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Groups Groups have four main functions for use with Technical Documents:
  • To enable reporting on a subset of documents,
  • To enable issue of a subset of documents,
  • To enable the SDRS (Supplier Document Requirement Scheduling) mechanism.
  • To provide lists of documents to be handed over as part of the Health & Safety file.

It is suggested that Groups are set up to reflect the following:

  • Work Packages, which may include:
    • Design Packages, or parts of Design Packages
    • Construction Packages, or parts of Construction Packages
  • Areas where work is scheduled to be separately completed, such as:
    • Buildings
    • Rooms,
    • Zones,
    • Levels,
    • Areas,
  • Lists of Documents to be handed over (if the above are unsuitable). Documents within a group which has a group type which has been flagged as Handover Documentation will be included. See Setting to Work, Categories.
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Document
Filters		 In two places it is possible to filter a list of documents to aid selection as follows:
  • When allocating documents to a Group,
  • When selecting documents for an Issues Session.

There are three available filters:

  • Documents allocated to a group,
  • Other Peoples documents received under a specific transmittal,
  • Criteria consisting of:
    • For Other People's documents, the Maker (or Originator),
    • The document type,
    • The document size,
    • Document issue status.

Selecting the OK button applies the filter if the information is valid.
Group The Group filter is applied by entering a Group Reference or by selecting a Group from the dropdown.
Incoming
Transmittal		 The Incoming Transmittal filter is only available when selecting Other People's documents.
Filter by Transmittal
Criteria There are four selection criteria which can be applied. The Maker is only available for Other People's documents.
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Continue to Groups