CASE STUDY | Implementation/Migration of Document Management Solution

The Company

Our client is a Portuguese government organization operating in the state-owned defense sector. The organization is characterized by its strong organizational values and contribution to the defense of all Portuguese citizens.

In addition to its primary defense mission, this client carries out maintenance management activities for its assets on the south bank of the Tejo River. To help streamline these maintenance efforts, the organization needed to implement a document management solution. That’s why they turned to Milestone Consulting and Accruent.

The Challenge

Like any organization looking for efficient asset management and access to reliable, up-to-date information, this organization needed to innovate and digitize its maintenance processes.
More specifically, they needed to optimize their data surrounding:

Acquisition of goods and services
• Budgeting inquiries
• Asset management
• Preventive and corrective maintenance

The problem they were facing? This data was housed in a less robust document management system, and the absence of proper cataloging and organization led to significant losses in efficiency. Additionally, the time wasted on information searches, identifying intervention needs, change management, and maintenance was considerable due to the lack of effective information control and a searchable document structure.

The Solution

Aware of these critical issues, the client decided to migrate to a more robust technical document management system, selecting Milestone Consulting as a partner due to their recognized capacity for analysis and the development of specialized solutions.
The migration and implementation process was challenging, as there were various types of technical documentation, engineering projects, and methods for acquiring goods and services at play.

To migrate this varied data effectively, the client had to redefine processes, procedures, and document structure.
Milestone presented a Document Management Solution based on the Accruent Meridian system. The new technical document management system was designed as a tool to:

Control the traceability and versions of technical documents
• Fully integrate with project tools
• Visualize various document formats

More specifically, as part of this implementation, the client was looking to:

Create a document management model that provides users with quick and secure access to documentation, according to defined profiles
Facilitate the handling and retrieval of various technical document formats
Apply secure and reliable version control, allowing proper creation, modification, and retrieval of documents
Reduce the creation of copies, minimizing distribution, storage, and custody costs
Facilitate document review cycles according to existing quality procedures
Automate the creation of documentation, its coordination, interrelationship, control, and rapid distribution
Migrate all existing documentation to the new Accruent Meridian solution

The Results

Accruent Meridian provided a complete document management solution that enabled secure, centralized management and tracking of project documents. With this tool, the client was able to manage all projects and asset-specific information, including project documents and related materials, across different workgroups, avoiding errors and providing updates more efficiently.

The achieved benefits included:

Integration Between Technical and Management Areas

• Significant productivity improvements in support for projects and asset management
• Collaboration improvements without compromising the base data
• Access control to data through the multi-user functionality
• Centralized and secure management of all documents related to each project
• Integration with Microsoft Office and Adobe Acrobat to facilitate precise data management

Increased Productivity

• Noticeable productivity improvements thanks to search, location, and quick document organization features
• Use of search functions and shortcuts to speed up document retrieval
• Productivity tools that allow document manipulation without breaking links to specific applications
• Control over indexing properties and access across all file types, enhancing sharing and searching

Revision Control

• Change management without workflow disruptions
• Capturing project history, enabling continuity or reversion to previous versions when needed
• Availability and monitoring of document revisions with controlled access
• Fully controlled digital documentation process

“We now have a production system capable of meeting all project needs, including revisions, version control, and maintaining the accuracy and up-to-date nature of all documentation. Additionally, we’ve gained a comprehensive document view with strong search capability and change management throughout the lifecycle of all assets.”

Tomorrow made Together!

Para saber mais informações fale connosco: milestone@milestone.pt / www.milestone.pt