In construction, there are advancements in machine learning, computers, robotics, and technology that continue to automate human tasks. Our solution, MySmartPlans, is a turnkey platform that offers tech-enabled software paired with our Digital Information Librarian (DIL) service.

We guarantee your construction project needs a Digital Information Librarian! The DIL is your project gatekeeper and does the heavy lifting of document controls by organizing, auditing, and distributing the information within a central repository (the MySmartPlans dashboard). Eliminate document manipulation, minimize unwarranted change orders, and avoid the risk of litigation with complete project data.

Document Controls

Document control refers to the processes, that construction projects developed, to oversee the creation, review, modification, issuance, distribution, and accessibility of their documents. Redefine the entire lifecycle of each document and manage from creation to approval and use.

Current construction projects severely lack document controls for data organization, auditing, and distribution. Increase productivity, reduce budget overages, and eliminate construction litigation the only way, with our MySmartPlans Platform.

Data Organization

Projects use disparate systems that cannot ensure complete data. When data is created in different locations with no organization method, there is no way to tell if all data is captured. Complete data is also necessary for the project closeout and facilities management for upkeep.

Your project DIL ensures complete data, is organized and accessible in real-time. DILs capture emails, shared files, and workflow documents from all project systems and track any missing data. Our human integration from disparate systems is the key to monitoring all documentation.

Our Organization Process:

1. The second documents are reviewed, returned, emailed, uploaded, or completed, your DIL will download the file onto our secure cloud server.
2. Then the files are given uniform naming to eliminate confusion and duplications.
3. Next, file processing scans the files to create searchability of text, the pages are turned upright and combined into one document (cover sheet, review notes, attachments, etc).
4. Then DILs add bookmarking to the large files (plans, addenda) for simple toggling and searching between pages.
5. During the processing, DILs also audit, and read through data. The information is guaranteed correct and complete, and that all mentioned documents are included.
6. Finally, the files are uploaded to our organized MySmartPlans software. The dashboard has customized buttons or vaults for immediate and organized project viewing.

Auditing

Our DILs audit documentation during the organization process by reading every piece of data. With our auditing process, all attachments, files, and documents are included and approved. And the DIL tracks down missing documentation or reaches out to creators when data is incorrect.

Common issues our Digital Information Librarians catch and correct:

• Missing plans sheets mentioned in the cover sheet
• Missing documents
• Referenced documentation in Plans or Meeting Minutes that are not available to team members.
• Misnamed Files
• Corrupted Pages
• Incorrect File Location
• Mis-referenced Spec or Drawing number

Distribution

The largest benefit of MySmartPlans is our integration software, managed by your project DIL. We eliminate the need for the purchase of additional software and eliminate the time and effort to learn and manage a new platform. Our team does all the work so our clients can spend their time running their businesses and building, not tracking documentation!

The MySmartPlans software is a dashboard with easy buttons and a search bar to locate complete project data. The DIL integrates documentation from emails, architects, workflow systems, and file-sharing sites. After organization and auditing, they upload them to the project dashboard. Every project member has access to the dashboard and complete documentation.

Additional Benefits of the MySmartPlans Platform Digital Information Librarian

Eliminate Document Manipulation

Your DIL is a project gatekeeper and nothing will be changed behind the owner’s back. Also, contractors can no longer share partial data as our DILs track down and collect all project information. Furthermore, all data is in a time capsule, so there is a trail of all documentation and communication for complete transparency.

Minimize Unwarranted Change Orders

Any user can search the project dashboard documentation for keywords in all files such as the specs, bid documents, contracts, etc. Owners have found information in minutes that has eliminated change orders, like this customer’s $120,000 savings.

Avoid Litigation with Complete Project Data

Complete searchable documentation avoids disputes immediately, preventing litigation. When all documentation is available, it is easier to see what is in the contract, and who is responsible by searching keyword documents to track down information. In the case of litigation, document discovery will already be completed by your DIL.

Build a Better Way

Increase productivity, integrity, and communication, and save money on budgets and disparate software. Build with the MySmartPlans Platform and welcome our Digital Information Librarian as a part of your construction team!

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