Original Example TMPS Electronic Filing System

7/28/2019 Original Example TMPS Electronic Filing System

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Example TMPS Electronic Filing System


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Why?

Sometimes difficult to find each others work

Documents can get mixed up when under pressure to get job

finalised, resulting in wrong info finding its way into tenders

Traceability difficult to refer back to a single document whenmultiple docs with similar names

Making sure everyone has the latest & greatest

In other words, to improve Quality Control..

Also a requirement of TMS.


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Use a simple Tree structure

Should be as simple to use as possible (KISS). Otherwise it

wont be used

Be able to be readily indexed with some logic, allowing easy

reference Be able to be applied to all documents, drawings, etc.

Capture all work, not just that referenced by WRCs (ie. One

WRC might cover many different iterations over several months

could subdivide these into separate jobs).

How?


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Example


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In this case, each job has a different directory number. This

number could also reference a Hard file (eg. Filing system in

storeroom) Each directory has the same system of sub-directories

Filenames reference job no., subdirectory nos., brief description,

author, date created, and revision no:

Eg:

1008 0403 Foxleigh Sched JC220702_A0.xpk

This same nomenclature can be used for Plot Files and Drawingnumbers

Directory (Job No.)

Subdirectory No.

Brief DescriptionAuthor & Date

Created

Revision Status


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C\ Drive vs. X\ Drive

Central storage area allows easy retrieval of shared information.

Also allows automatic backup by Comms.

However, lose access once off-line

Having confidential files on network A workaround would be to keep an identical directory structure

for current jobs on C drive, then do a quick copy & paste to X

drive each Friday afternoon. This will update on the server

those files worked on during the week.

Confidential files could be kept on C drive, with manual backupto CD/floppy. Good idea to put reference to file on X Drive

document register, to keep track of location.

Keep only 1 copy of Registers tho, on X Drive only!!


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Registers

Registers enable fast look up of files & their location. Eg:

Job No. Register, to counter-reference Jobs with Descriptions &

WRCs, etc.

Author/User Register, to keep track of peoples Initials (eg. ForPeople with similar initials);

a simple Document Register, to keep track of files sent out to

various people/projects/clients, etc.

Spreadsheets in Excel, kept on Shared Drive, but with Shortcuts

to users desktop or toolbars, for ease of use.

Original Example TMPS Electronic Filing System

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