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Encompass: Document Control - SCANDOCS
Thousands of pages of critical project-related documents are created, sent and received during the lifecycle of a project. Soft copies often sit on an individual’s PC hard drive or are posted to a network location difficult to remember. Hard copies of documents typically arrive via mail or are distributed during meetings. Once received, they are either placed in inner office mail or walked around the organization and eventually dropped on someone’s desk for review. These types of critical documents are either manually keyed into Prolog Manager®, or the information is only viewed by the individual receiving it. The document itself is either placed in a personal file cabinet, or into a file box that ultimately ends up in a warehouse where it is difficult to retrieve. Sometimes, the document is tossed out entirely, never having made its way into the project management system.

The current process of handling electronic and hard copy documents on many projects results in process inconsistencies, lack of shared knowledge, significant manual intervention, and an archive process that is difficult and time-consuming to retrieve specific information from.

Encompass: ScanDocs electronically centralizes processing of critical project documents by automatically capturing, routing, and OCRing hard-copy and soft-copy documents as they are submitted from scanners, FTP servers, or simply copied to a network file share. Once captured, new Prolog Manager® records can easily be created, or the files can be automatically attached to such existing records as:

Meeting Minutes
Contracts
Reports
Drawings
RFI’s
Daily Journals
Company Pre-qualification
Transmittals and Correspondence
Subcontractor Pay Applications
Company Maintenance
Insurance Information
Other Project Documents or Forms

The Encompass client allows users to view, approve, modify, and process scanned data from a central location, and route it to the appropriate project.

Once the contents of the document are processed, the original document is automatically linked to the corresponding Prolog Manager® record, where it can be stored in Prolog Website® or remain in the Encompass database.