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    How Meridian Manages: Auditorium, Hospital, Hotel, Educational Facility & Data Center Documents, Equipment, Content and Meta Data

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    INTRODUCTION

    Managing Auditoriums, Hospitals, Educational Facilities, Hotels and Data Center Documents, Equipment, Content and Meta Data is a Challenge to say the Least.

    The 2019 Intelligent Information Management Benchmark Report Indicates:

    INFORMATION MANAGEMENT ISSUES

     

    These issues can cause a loss of productivity to the tune of 21%. To put a dollar amount to this stat poor document management can cost up to $4,000 per employee per month.

    This number only accounts for the actual monetary losses due to poor productivity. The cost gets even higher when you take into consideration potential losses, such as upset clients and missed opportunities.

    If you don’t have a clear and standardized approach to Information Management, your business is likely hemorrhaging capital.

    In this blog, we will show you how Meridian can assist in the Initiation, Planning, Execution and Control stages of managing types of buildings such as Auditoriums, Stadiums, Hospitals, Educational Facilities and Data Centers.

    MERIDIAN FOR AN AUDITORIUM

    An Auditorium is a large building or hall designed to accommodate large audiences and they are used for public gatherings, typically speeches or stage performances. Buildings such as opera, theater, assembly hall, exhibit halls, etc. would also have the same design considerations as an auditorium.

    The Engineering, Construction, Procurement and Maintenance teams require an Information Management System with Meridian’s functionality to manage the Documents, Equipment, Content, and their associated Meta Data to Design, Construct, Build and Maintain the Building Structures, Bathrooms, Change Rooms, Furniture, and Maintenance Equipment since these are the Key Components for the Overall Planning, Designing, Building and Maintenance of an Auditorium.

    MERIDIAN DOCUMENT, EQUIPMENT CLASSIFICATION, CONTENT MANAGEMENT CONTENT

    • Building: Architectural, Electrical, Piping, Structural and Maintenance
    • Chairs: Foldable Chairs
    • Lights: Downlights, Wall Mount Lights and LED Lights
    • Audio-Visual Systems:
      • Audio System: Loudspeakers, Mixer, Subwoofer, Digital Sound Processor, Microphones (Wireless / Wired)
      •  Video System: LED Panels, TVs, and Stage Monitors
    • Projectors and Projector Screens
    • Stage: Wood or Concrete
    • Furniture & Fixtures: Podium Tables, Dressing Rooms, Green Room, and Dinner Room
    • Security: CCTV
    • Material & Fabric: Curtains, and Seat Fabric
    • Insulation: Soundproofing
    • Digital Signage
    • HVAC: Heating and Air Conditioning

    CASE STUDY PROJECT: AUDITORIUM

    In this project an Engineering Procurement Construction company developed lightweight and parametric electrical lighting fixtures. The project included creating, reviewing, revising, and approving the documents, content and assigning equipment identifiers by categorizing into 3 Types of Lighting Fixtures- Indoor, Outdoor & Decorative.

    The Engineering, Procurement, Construction team required a single source Information Management System with Meridian’s functionality to manage the Documents, Equipment, Content, and their associated Meta Data to manage the Documents, Equipment, Content, and their associated Meta Data to Design, Construct, Build and Maintain the Building Structures, Bathrooms, Change Rooms, Furniture, and Maintenance Equipment since these are the Key Components for the Overall Planning, Designing, Building and Maintenance of an Auditorium.

    MERIDIAN FOR A HOSPITAL

    Hospitals usually are a multi-story building with multiple patient rooms, operation theaters, and a large quantity of medical equipment. The facility aims at delivering a message to patients, visitors one that conveys welcoming, caring, comfort, and compassion, commitment to patient well-being and safety.

    The Engineering, Construction, Procurement and Maintenance teams would require Meridian to manage documents, equipment, content and associated meta data for the design, construction, building and maintenance for the Building Structure, Medical Equipment, Patient Bed, Operation Rooms, and Maintenance since these are the key components for the overall planning, designing and maintenance of a healthcare facility.

    MERIDIAN DOCUMENT, EQUIPMENT CLASSIFICATION, CONTENT MANAGEMENT

    • Building: Architectural, Electrical, Piping, Structural and Maintenance
    • CCTV: Security Equipment
    • Patient Room: Beds, Lights, Medical Trunking; Headwall
    • Operation Rooms: Beds, Stretcher, Medical Equipment
    • Lights: Downlights, Wall Mount Lights and LED Lights
    • Waiting Room: Benches, Chairs and Tables
    • Nurses Station
    • Conference Room: Tables, Chairs, Computers, Screens and Projectors
    • Cafeteria: Tables, Chairs and Kitchen Equipment
    • Staff Locker: Cabinets and Bathrooms
    • Server Room: Computer and Network Equipment
    • Elevators
    • HVAC: Heating and Air Conditioning Equipment

    CASE STUDY PROJECT: 2021 PANDEMIC RELATED PROJECT

    When COVID-19 first occurred like a wrecking ball in early 2020, hospitals were among the most affected. Faced with a huge surge in patients infected with an unknown life-threatening virus, hospitals took immediate action to keep patients and staff safe while quickly moving to adapt to structural needs that were changing by the day.

    From day one, the Engineering, Construction, Procurement and Maintenance teams focused on critical issues like upgrading ventilation, creating isolation rooms, expanding emergency departments, and building temporary structures to handle patient overflow. Due to COVID-19 hospitals had to redirect resources to, many facilities had to delay other construction projects while they reassessed their current needs.

    Most hospital construction projects were impacted in a variety of ways by the pandemic, according to the 2021 Hospital Construction Survey, which included responses from more than 300 facilities professionals at hospitals.

    The survey showed that 76% of respondents have delayed one or more construction projects due to COVID-19, while 29% have canceled at least one project altogether. For projects started before the pandemic, renovation was overwhelmingly the main project delayed, canceled, or fast-tracked. During the pandemic, renovation is also the focus, the survey shows.

    The Engineering, Procurement, Construction team required a single source Information Management System with Meridian’s functionality to manage the Building Structures, Bathrooms, Change Rooms, Furniture, and Maintenance Equipment Documents, Equipment, Content, and their associated Meta Data since these are the key components for the planning, designing, building and maintenance of an Auditorium

    The Renovations included the addition of:

    • Isolation Rooms
    • Upgrade & Replace HVAC Systems
    • Upgrade & Expand Laboratories
    • Modified Designs to In Progress Projects
    • Expedited Drawing Process (Create, Review, Modify, Approve, Construct and Build)

    MERIDIAN FOR EDUCATIONAL FACILITY: CLASSROOMS

    Educational facilities are buildings or structures used to teach students. It includes Schools, Colleges, and Universities however they can also include Day-Cares, Nurseries, Private Institutions, Fitness Centers, and Sports Venues.

    Designing an educational facility certain aspects like daylighting, accessibility for the students, specification of sustainable and non-toxic building materials, etc. are a high priority.

    The Engineering, Procurement, Construction team require an Information Management System with Meridian’s functionality to manage the Documents, Equipment, Content, and their associated Meta Data to manage Documents, Equipment, Content and their associated Meta Data for the Design, Construction, Building and Maintenance for the Building Structures, Classrooms, Bathrooms, Change Rooms, Furniture, and Maintenance Equipment since these are the key components for the overall planning, designing, building and maintenance of an Educational Facility.

    CASE STUDY PROJECT: HIGH SCHOOL

    In this project an Engineering Procurement Construction and Management company completed multi-phased project at a high school throughout the school year. The students were moved around the school to allow construction to continue. The project included hazardous material abatement, demolition and renovation to the library, science room, sports venue, washrooms, common areas and home economic labs. Structural modernization to the exterior, replacing and modifying the windows to allow for more natural light.

    The Engineering, Procurement, Construction team required a single source Information Management System with Meridian’s functionality to manage the various types of the hazardous material abatement, demolition and renovation to the library, science room, sports venue, washrooms, common areas and home economic lab Documents, Equipment, Content, and their associated Meta Data.

    MERIDIAN FOR EDUCATIONAL FACILITY: SPORTS VENUES

    The Sports Venues are generally multi-level, open space, large walkways, stairs, elevators, and a variety of rooms and large seating areas. A Sports Venue is used for indoor or outdoor sports along with concerts, or other events.

    The Engineering, Construction, Procurement and Maintenance teams require an Information Management System with Meridian’s functionality to to manage Documents, Equipment, Content and their associated Meta Data for the Design, Construction, Building and Maintenance for the Building Structures, Walkways, Bathrooms, Change Rooms, Stairs, Elevators, and Maintenance Equipment since these are the key components for the overall planning, designing, building and maintenance of a Sports Venue.

    MERIDIAN DOCUMENT, EQUIPMENT CLASSIFICATION, CONTENT MANAGEMENT

    • Building: Architectural, Electrical, Piping, Structural and Maintenance
    • CCTV: Security Equipment
    • Change Rooms: Bench
    • Lights: Downlights, Wall Mount Lights and LED Lights
    • Rooms: Benches, Chairs and Tables
    • Conference Room: Tables, Chairs, Computers, Screens and Projectors
    • Cafeteria: Tables, Chairs and Kitchen Equipment
    • Staff Locker: Cabinets and Bathrooms
    • Server Room: Computer and Network Equipment
    • Elevators
    • HVAC: Heating and Air Conditioning Equipment

    MERIDIAN FOR A HOTEL

    Hotels are multi-story buildings with a large quantity of guest rooms and amenities. Hotel space type requires flexibility, durable finishes, attention to regular maintenance, and special HVAC systems and lighting. The rooms specially require comfort for the guests and the other areas’ design often involves skylights and generous glazing areas that provide an infusion of natural light which make them prominent areas well suited to serve ceremonial and social functions.

    The Engineering, Construction, Procurement and Maintenance teams require Meridian to manage Documents, Equipment, Content and their associated Meta Data for the Design, Construction, Building and Maintenance for the Building Structures, Guest Rooms, Furniture, and Maintenance Equipment since these are the key components for the overall planning, designing, building and maintenance of a hotel.

    MERIDIAN DOCUMENT, EQUIPMENT CLASSIFICATION, CONTENT MANAGEMENT

    • Building: Architectural, Electrical, Piping, Structural and Maintenance
    • CCTV: Security Equipment
    • Hotel Rooms: Beds, Closet, Lights, Table, Chair and Bathroom
    • Lights: Indoor Lights, Decorative Lights, and LED Lights
    • Restaurant: Dining Table, Chairs, Kitchen Equipment
    • Conference Room: Tables, Chairs, Computers, Screens and Projectors
    • Fitness Centre: Weights and Cardio Equipment
    • Elevator
    • HVAC: Heating and Air Conditioning

    CASE STUDY PROJECT: MARRIOTT: FAIRFIELD INN & SUITES

    The Engineering, Construction, Procurement company completed a remodel and renovation. The project scope included the construction of a public space area and additional guestrooms.

    The Engineering, Procurement, Construction team required a single source Information Management System with Meridian’s functionality to manage the various types of Project Documents, Equipment, Content, and their associated Meta Data.

    MERIDIAN FOR DATA CENTRES

    Data centres are home to the computer, network, power, storage, and applications necessary to support an enterprise business. The data center infrastructure is central to the IT architecture, from which all content is sourced or passes through. Proper planning of the data center infrastructure is critical, and performance, resiliency, and scalability need to be carefully considered while designing one.

    The Engineering, Construction, Procurement and Maintenance teams require Meridian to manage Documents, Equipment, Content and their associated Meta Data for the Design, Construction, Building and Maintenance for the Data Centre Server Racks, Power Lines, and HVAC Equipment. Since these are the key components for the overall planning, designing, building and maintenance of a Data Centre.

    MERIDIAN DOCUMENT, EQUIPMENT CLASSIFICATION, CONTENT MANAGEMENT

    • Building: Architectural, Electrical, Piping, Structural and Maintenance
    • Equipment: Hard Drives, Mounts, Racks, Servers, Switches and Routers
    • Power Sources: Battery Banks, Generators, UPS
    • Environmental Control: Computer Room AC (CRAC), HVAC, Exhaust System
    • Data Centre Cabinets:
    • Workstations

    CASE STUDY PROJECT:

    A global Data Centre provided required to a new data hall for a leading cloud services provider with overhead busway. The Data Centre DATABAR system, with the MCMS monitoring system, was installed during COVID-19. Through proper factory safety protocols, The Data Centre was able to maintain the projects required lead times without manufacturing delays due to a single source Information Management System with Meridian’s functionality to manage the various types of Project Documents, Equipment, Content, and their associated Meta Data.

    CONCLUSION

    Inefficient processes can lead to severe inefficiencies with your Corporate, Contractor, Project, Vendor, Operations, and Maintenance Documents, Equipment, Content and Associated Meta Data. You need a robust electronic information management system to make your processes efficient. Meridian features provide robust capabilities for your enterprise-wide data and documents needs while also meeting your compliance requirements.

    The next step is to determine the right Information Management System which is determined by your current Document, Equipment and Content Management pain points and needs.

    To learn more about Meridian solutions (EDMS and CMMS) and how they can help your team, don’t hesitate to get in touch with the SolidCAD Meridian Team.

    INTRODUCING MERIDIAN 2022

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    INTRODUCING MERIDIAN 2022

    MAJOR ENHANCEMENTS

    1. Installation Package provides New PowerWeb IIS Application
    2. Meridian E-Mail Manager Retired
    3. The Default Store Table Data Provider is now Microsoft Access
    4. Customizable PowerWeb JavaScript Modules
    5. Meridian Cloud Rendering Profiles

    MERIDIAN ENTERPRISE SERVER
    What is Meridian Enterprise Server?
    Meridian Enterprise Server is the core product in the Meridian Enterprise product suite. It provides centralized, scalable, web services and administration for use with Meridian Enterprise, Accruent Project Portal, and other business systems. Besides the shared services, Meridian Enterprise Server includes the latest generation of Publisher and Meridian Explorer technology.

    MERIDIAN POWERWEB
    What is PowerWeb?
    Meridian PowerWeb is a web application designed to create, modify, documents and data stored in Meridian. Power users include Engineering Managers, Project Managers, Engineers, Drafting Technicians and Document Management. PowerWeb implements your company’s document and data lifecycle business rules, including automatic document naming, document filing, managing complex AutoCAD and other native reference files including exchanging AutoCAD data with Office files, and other applications.
    PowerWeb is broken into several sub-sections

     

    CONCEPT FUNCTION
    APPLICATION INTEGRATION Application Integration: is provided by the Meridian Cloud Connector. The Meridian Cloud Connector can be downloaded and installed from the home page of the Meridian Cloud tenant. The Meridian Cloud Connector installs Site Cache with Local Workspace and provides application integration with MS Office, AutoCAD, and MicroStation applications.
    DOCUMENTS Documents: in a Meridian Enterprise vault are like files in a file system. They are in folders where you can copy, rename, move, and delete them. However, vault documents differ from files in a file system.

     

    The fundamental difference between vault documents and ordinary files is that Meridian Enterprise distinguishes between a document and its contents. A document’s contents may be regarded as the file to which you are accustomed. Meridian Enterprise considers a document to be the file and its container (metadata properties). In Meridian, a document can exist without contents (for example, to represent a hard copy-only document), but contents cannot exist without a container.
    EDM PRINCIPLES Engineering data management (EDM): A generic term for a wide variety of functions. In general, it is the process of managing engineering documents throughout their life cycle, from inception through creation, review, storage, and distribution all the way to archiving or destruction. Depending on specific requirements, document management is different for every customer.
    HISTORY History: The Meridian history feature maintains all changes to vault data over time, including revisions to documents. History is enabled or cleared for each vault by a System Administrator.

     

    The last released revision of a document is always the default one shown in a vault. However, by using the Show Revisions command, you can see all previous revisions and their effective dates
    INDUSTRY-SPECIFIC Industry Specific: Certain industries present unique challenges in document management. When configuring Meridian Enterprise for these industries, consideration must be given to document workflow, revision control, and project workflow.
    NAVIGATION VIEWS Navigation Views: Navigation views are different ways of viewing a vault for different purposes. Each view displays documents organized in a hierarchical tree structure like Windows Explorer, like the following figure. The tree structure is determined by a predefined set of properties. You can use Navigation views to find and select documents according to the property values of the documents. Navigation views help you to find documents based on whatever information you know about the documents that you want to find.
    PROJECT WORKFLOW Project Workflow: The project workflow is a simple two-step workflow that defines the current state of the project. There are only two states available in a project workflow: Open and Closed.
    SCOPES Scopes: Meridian manages a wide variety of documents and the information about them. Scopes are a way of limiting vault functionality and information to named sets that are easier to understand and use. You may select a scope that more closely meets your needs without experiencing information overload.

     

    A scope is used to control the visibility of commands, views, and documents in PowerWeb. By default, PowerWeb provides the following built-in scopes that each correspond to a branch in the vault structure.
    SEARCH Search: It can find either documents or folders. It gives you complete flexibility of the search scope, properties, and conditions. Find can include referenced documents in its results and its results can be saved and shared with other users.
    VAULTS Vaults: A vault is a combination of a Meridian database and a document store. It contains all the documents you place in the vault, the data about those documents, all revisions of those documents made in the vault, and redline data for the documents. If some of your documents use references to other documents, such as with CAD files, then those references between documents will automatically be managed by Meridian. This means that you can move files between folders within the Meridian vault (such as from one project to another), and the references will not be lost, because they are managed by Meridian.

    MERIDIAN EXPLORER

    What is Explorer Classic?

    Meridian Explorer provides an innovative way to browse and search for documents and tags stored in one or more vaults. The main benefits of Meridian Explorer are its powerful search, ease of use, extensive configurability, and scalability. You can easily navigate your way to the document you need and view its information with just a few mouse clicks.

    Meridian Explorer provides you with text search capability on both custom metadata properties and document text content. You can also find documents by navigating a folder tree. Best of all, you can search a repository interactively by selecting from specific property values found in the current search results. With this method, you can quickly narrow your search from potentially hundreds of thousands of documents to just the documents you are interested in. Search results are presented in tabular format or as easily recognizable thumbnail images.

    The Meridian Explorer Key Features Include:

    • Incremental synchronization of data, documents or assets and their related metadata from one or more Meridian Enterprise vaults to a Meridian Explorer consolidated repository.
    • Zero install, web browser-based read-only client. Management of change and engineering change requests.
    • Electronic redlines are available to be sent to vaults configured with the Meridian Asset Management Module.
    • Support for server-based viewing.
    • Configurable property pages, search pages, and views.

    What is Cloud Explorer?

    Cloud Explorer is a web application for searching and retrieving engineering information.

    Target users include Maintenance Managers, Planners, Engineers, Operations Managers, and Operators.

     

    Cloud Explorer allows you to easily locate data, documents or assets and see their related references within your browser. By default, when the Explorer is opened the Explorer Landing Page allows you to view all the data, documents, or assets in the repository, depending on which view is active, Documents or Assets.

    If Explorer was opened by another application such a computerized maintenance management system (CMMS), you might be viewing only the items in the repository that are related to a document or asset in the other application.

    Only documents in the Master or Documentation scopes of a repository are available in Explorer. Data, Documents or Assets in a project or that are archived are not available to you. Filters are implemented to view the items that meet your required criteria.

    CONCEPT FUNCTION
    ASSETS Assets: By default, when Explorer is opened from the landing page, you can see all the assets in the repository, depending on which view is active, Assets. If Explorer was opened by another application such a computerized maintenance management system (CMMS), you might be viewing only the items in the repository that are related to an asset in the other application.
    DOCUMENTS Documents: Cloud Explorer lets you easily find documents and see their related counterparts right in your browser. By default, when you first open Explorer from the landing page, you can see all the documents in the repository, depending on which view is active, Documents. If Explorer was opened by another application such a computerized maintenance management system (CMMS), you might be viewing only the items in the repository that are related to a document in the other application. Only documents in the Masters or Documentation scopes of a repository are available to you in Explorer. Documents in a project or that are archived are not available to you. You can use filters to see only the items that meet criteria that you determine.
    INTERGRATION URLS Create Integration URLs: You can create dynamic URLs that link users to their asset documents in Explorer. This functionality is typically used with our integrations with CMMS- or GIS-type applications like Maintenance Connection, Maximo, or SAP.
    SAVED SEARCHES Saved Searches: Saving a search stores your search filters so that you can return to the same list of items later. Saved searches, you can:

    §  Overwrite an existing saved search with a new result set,

    §  Revise the filters and save the new criteria,

    §  Share a saved search with another person,

    §  Delete a saved search you no longer need
     SIGN-IN Meridian Cloud Sign: Allows you to sign in with either your Google, Microsoft Windows Live, or Azure AD account. You must have an account with one of these services to use Meridian Cloud. Additionally, if your System Administrator has enabled SAML, you can sign in using a SAML Identity Provider. The email address that you use to sign in can be different than the one which was used to invite you.

     

    MERIDIAN PORTAL

     

    What is Meridian Portal?

    Meridian Portal is a web application designed to allow Project Documents, Data and Asset Collaboration. Users include Document Management, External Contractors, Regulatory Organizations, and other External End Users.

    Meridian Portal provides a Personal Dashboard with Project Document, Data and Asset status reports and packages workflow progress. Meridian Portal contains a central repository for Project Documents, Data and Asset with text search and dynamic filtering to allow users to quickly find what they require. Specific document detail views can be implemented for internal and external use.

    The Meridian Portal Key Features of Include:

    • Internal and external collaboration in a secure cloud-based project portal
    • Easy-to-use task-based user interface
    • Formal and informal work packages information exchange
    • Collaborative document review and approval processes
    • Automated document compliance and completeness checks
    • Full audit and history log on actions performed by internal and external participants

     

     

    CONCEPT FUNCTION
    AUDIT TRAIL Audit Trail: Meridian Cloud keeps track of almost every activity in the system. Administrators can trace user authentication, access logs, project activities, and even electronic signatures, which are critical for the life sciences industry.
    CLIPBOARD Set Under Change: When a package is received and accepted from a contractor, small modifications on the received documents may be necessary. To support this the documents can be assigned to an internal member.
    DASHBOARDS The Dashboards: Give you valuable insights to your projects, packages, and documents in one place. With them, you can view a variety of metrics and filter the results by project names and dates. If desired, you can export the data in spreadsheet formats for further analysis.
    DOCUMENTS Documents in Portal: Documents are combinations of files managed by Meridian users via one or more workflows. Documents are composed of three “parts”: The source file, the rendition (which can be generated in the system), and the document metadata. Document metadata consists of document properties, used to capture information to describe the document details. As documents are revised, Portal tracks the changes to the document and records these changes as are saved as revisions in the document’s history.
    PACKAGES Packages: Meridian Cloud packages contain documents for the exclusive use of the project members to which the packages are issued. Packages can be used as submittals and transmittals between project teams. A transmittal sheet (Microsoft Excel workbook) is included for package content verification. Packages are also used to exchange documents between Meridian Cloud and Meridian Enterprise. Project members can download documents from packages. Meridian Cloud assigns a status to each package for each step in its life cycle to make finding, tracking, and processing packages easier.
    PROJECTS Projects: The primary workspaces in Meridian Portal. After you create projects, you can invite others to join the projects via email. Meridian Portal uses containers called packages within projects to assign sets of documents to other project members for action. After the recipients accept their project invitations, they can work with the packages that are assigned to them. They can also upload documents of their own to packages in the projects.

    Projects in Meridian Portal can be linked to projects in PowerWeb at the project-level.
    QUICK SHARES Quick Shares: Quick Share is a temporary package that you can create to share documents with other project members securely. Quick Shares expire after 30 days and then are deleted automatically. They are not otherwise tracked by Meridian Portal, so you should use them only for informally sharing documents, not as official transmittals.

     

    To learn more about how Meridian 2022 and the CMMS solution can help your team, don’t hesitate to contact the SolidCAD Meridian Team.

     

     

     

     

    Ten Essential Features of an Electronic Document Management Solution (EDMS)

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    Does your company need an Electronic Document Management System (EDMS) with the ability to manage your Corporate, Contractor, Project, Vendor, Operations, and Maintenance data and documents while continuing to practice consistent Information Management practices.

    The following features are a must.

    1. File Structure

    Consistency matters. Like navigating around your house, it’s nice to know where everything is and that items are placed in a logical order (hopefully your kitchenware isn’t found in your bathroom). The same holds true for managing your data and documents. Knowing where your data and documents are, and how to locate it leads to streamlined processes, productivity, shareability and consistency across multiple projects and facilities.

    How you organize your file structure and where the data and documents are stored is seen as an overall map to your Electronic Document Management System (EDMS).

    2. Security

    Your vital data and documents should not only be stored but also protected. An Electronic Document Management System (EDMS) with the capability to provide security roles allow your users to perform specific actions on specific data and documents. Security roles are named sets of security privileges. Each security privilege controls a specific command or function that can be either granted or revoked. Your users or groups are assigned to security roles for specific folders in a project or facility.

    By default, your users can perform the same actions on data and documents. If additional control is required, the privileges of security roles can be updated by the folder and document type.

    3. Ease of Use

    Ease of Use is a subjective topic. Your users will find an Electronic Document Management System (EDMS) easy-to-use by reducing the number of “clicks” used to manage the data and document information.

    The Electronic Document Management System (EDMS) – Meridian creates a rendition (copy of a document in a format other than the original) Typically, the rendition is in a noneditable format and is distributed only for reference or hard copy printing while the original, editable source document is not distributed outside of the organization. Examples of rendition formats are Portable Document Format (PDF) and Autodesk Drawing Web Format (DWF). Renditions can often be created by the same application that is used to edit the original document or they can be created by a different application. In some cases, the renditions are stored in a separate project or Electronic Document Management System (EDMS)

    4. Access

    More than 70% of the population is continuing to work remotely, an Electronic Document Management System (EDMS) solution should offer a great remote and mobile user experience. This will ensure tasks and transactions are continued when remote or on-the-go.

    The Electronic Document Management System (EDMS) – Meridian online access allows users this great mobile experience to see your data and related documents at once from any device.

    5. File Type Support

    A robust file type support is a key Electronic Document Management System (EDMS) feature allowing a wide range of support from various applications like AutoCAD, AutoDesk and other design applications to common file types like Word, PDF, JPEG, PNG, TIF, and more. Additionally with the emerging file formats like 3D, panoramic, virtual reality, and augmented reality an Electronic Document Management System (EDMS) must have the capabilities to support them.

    6. Search

    Have you ever tried shuffling through a disorganized stack of papers and folders, you know how much time is wasted doing the cumbersome task. The Electronic Document Management System (EDMS) – Meridian  makes organizing, searching, and managing data and documents easier to ease the painful process.

    Meridian’s optical character recognition technology and global search capabilities enhance the data and document searchability based on their attributes such as the name and title. The data and documents can also be stored using their name, title, number, and type attributes as well as others. This increases the search and retrieval speed by utilizing a full-text search and attribute categories criteria.

    7. Version Control

    Version control is a method of organizing the file structure, so your data and documents are filed in an easy-to-trace order. Version control allows your employees to track and monitor document changes by creating updated versions of the document each time it’s modified. It enables you to track how the document has been modified and evolved. The version control number is updated when a document is edited, indicating that you see the most recent version.

    Version control is extremely useful when several of your employees are working on the same document simultaneously. In addition, it enables each document modifier to understand the review process and see how a document has changed and who has made modifications in the past.

    8. Software Integration

    A robust software integration service can boost your company’s overall efficiency. Integration with software such as AutoCAD, Revit, MicroStation, SAP and 3rd party Construction Maintenance Management Software.

    Like when you prune a plant, pruning your outdated software can lead to better, more efficient growth. When your outdated or broken software pieces aren’t taking up your company’s storage capacity anymore, you’ll get to work at faster speeds. As a result, you’ll be able to accomplish more with your software. Furthermore, you can also get rid of other inefficiencies like data and document duplication. Synchronize your data and documents using Electronic Document Management System (EDMS) – Meridian this will mean fewer mistakes and better accuracy, which will also contribute to your business efficiency.

     

    9. Workflows

    More than 70% of the population is working remotely, and to accommodate, 75% of businesses are already using applications with workflows. While we were still working from the office, it was easier to define, track and remind your team members of their daily tasks. But it became difficult with the implementation of the work from home model. Now even post-pandemic, the world still prefers working from home or a hybrid model of working. So how do you track or remind your team members of outstanding tasks?

    The answer is simple; you can track the daily activities by using a workflow. The Electronic Document Management System (EDMS) – Meridian contains ad hoc workflow requirements in an environment to support work processes, including concurrent document modification practices, batch plotting, created work packages and multiple files.

    10. E-Signatures

    Do you think you waste too much time signing papers or documents? Your employees format a document, print it, sign it, and scan into the computer. It takes both time and money. In this digital age, there are new software innovations, like e-signatures. E-signature lets your employees sign documents in seconds. The business world acknowledges the advantages of these techniques for digital signatures. It is a comfortable and effective way to sign electronic documents. E-signatures prevent unnecessary delays also; it is a secure way to sign documents because traditional signatures can be forged or copied.

    The Electronic Document Management System (EDMS) – Meridian  e-signature provides a fast service to you and your company. This feature allows you to sign documents in seconds and enables you to send the signed documents without the need of envelopes, stamps, or delivery costs. It’s time to quit your traditional ink pen signature method. With the e-signature, it cuts down turnaround time by more than 80%.

    Final Thoughts

    Inefficient processes can lead to severe inefficiencies with your Corporate, Contractor, Project, Vendor, Operations, and Maintenance data and documents. You need a robust electronic document management system (EDMS) to make your processes efficient. The Electronic Document Management System (EDMS) – Meridian features provide robust capabilities for your enterprise-wide data and documents needs while also meeting your compliance requirements.

    The next step is to determine the right Electronic Document Management System (EDMS) which was determined by your current Data and Document Management review and identified pain points and needs.

    To learn more about Meridian solutions (EDMS and CMMS) and how they can help your team, don’t hesitate to get in touch with the SolidCAD Meridian team.

    A Robust Information Management Solution is Key to Succeed in the Oil & Gas Industry Today

    Posted on by David Medeiros

    The complexities of upstream & downstream exploration, drilling, projects, operations, and production require continuous advancements, improved communication, best-in-class practices and maximized efficiency.

    The Oil & Gas Industry faces challenges to provide Clean, Affordable and Reliable Products – while lowering costs, carbon emissions and meeting demand.

    The right information management solution plays a vital role.

     

     

    What Is Information Management?

    Information Management refers to the collection, organization, storage, management and maintenance of data, including databases, documents, equipment, images,models, and other types of electronic records. Information Management evolved from the traditional data management, which focused on storing and maintaining physical records. Information Management can provide the following benefits:

    1. Improved Productivity and Efficiency

    The first benefit of information management is that it increases your productivity and efficiency. Your ability to manage information will increase your workload significantly by making you more efficient with your time.

    1. Faster Information Access

    One of the most important information management benefits is it helps you to access important information more easily. If you are an information manager, your job will be much easier if you have a better idea of how to make the most of your information resources and improve the quality, accuracy, and timeliness of your enterprise information management.

    1. Develop an Effective Information Policy

    The third benefit of information management is the ability to create a successful information policy. Without a well-defined information policy, a company cannot predict the outcome of its information practices or apply them effectively in the real world.

    1. Support Business Needs

    Managing information properly will help companies to track changes and improve performance. They use it for planning, organizing, and tracking information.

    One of the most important information management benefits is to provide the needed information to support business processes, decision-making, and operations.

    1. Robust Security

    Companies need to process, store and manage data in a secure and safe manner. Various security measures are used such as encryption, access control systems, firewalls and others.

    While the benefits of Information Management have been displayed for many years, some businesses view information management as a low priority with little or no return on investment. Specifically, oil & gas companies with remote site locations are unwilling to change to an electronic information management system or overhaul their legacy or generic information management system. Instead, they prefer to continue maintaining a hard-copy based Information Management system requiring high printing costs. In the short-term this to minimizes the impact on their existing day-to-day operations.

    The COVID-19 Pandemic and the Ukraine Invasion

    In the aftermath of the COVID-19 pandemic and current world conditions, the Oil & Gas Industry recovered with oil prices and demand higher than pre-COVID levels.

    With the onset of the pandemic, they scrambled to enable adequate remote access to the Information Management systems, social distancing, and continue to maintain  their remote assets in multiple locations. Suddenly Information Management and Information Management Systems were critical to the day to day operations.

    This was a difficult transition period for many Oil & Gas companies who were without an implemented contingency plan. An accessible, accurate, centralized, robust, scalable and secure Information Management system emerged as an essential system in the day to day operations.

    Information Management is Built on an Electronic Document Management Solution

    A well managed and structured information management system is the basis of a well-executed information management organization. The information management can be overwhelming for oil & gas companies as it’s located in various sources such as:

    • Correspondence
    • Engineering & Vendor documentation
    • Purchase orders
    • Work orders
    • Asset data and maintenance records
    • Equipment data

    Unstructured Information Leads to Uncontrolled Information Management

    Most oil & gas companies manage their information in multiple systems depending on project size, and location. This information can be inaccessible by the corporate, project, operation stakeholders due to:

    • External & internal parties managing the information
    • “Bootleg” copies distributed through uncontrolled processes such as e-mail or copying
    • Multiple systems working independently of each other with little or no integration
    • Uncontrolled and unmanaged workflows without standard processess

    These inconsistencies lead to incomplete information, poor document control, no audit trail and the potential for safety incidents.

    An Incomplete Information Management Solution Leads to Unreliable Information Management Practices

    If your organization contains unreliable documentation & equipment information, this will affect your projects, operations and corporate business activities.

    This leads to:

    • Uncontrolled equipment and documentation
    • Out-of-date equipment and documentation
    • Industry and regulatory non-compliance
    • High Information Management system maintainenance costs
    • Information Management security issues
    • Information Management project risk failure

    Once an insufficient Information Management system exists, the problems have the potential to escalate to additional systems and processes.

    A Reliable and Sufficient Information Management System

    To set up your business with a successful Information Management system, you can improve by focusing on the accessible, accurate, centralized, robust, scalable and secure Meridian Information Management Solution. It will consolidate your Information Management tools and overcome recurring pain points from using legacy solutions or generic information management systems.

    1. Review Your Current Information Management System

    Reviewing your current Information Management system and identifying pain points and needs is the first step for improving your Information Management system and processes.

    This requires you answer these vital questions about your Information Management System:

    • What data do you have?
    • What information are you managing?
    • How, what, where and who access the Information?
    • What does the data tell you about your Projects, Corporate and Operations activities?

    Do you have accurate KPIs, about your business?

    • Identify missing information management opportunities. Where are there currently gaps in your Information Management needs?

    The review of your current Information Management system and processes will assist your team to understand your requirements and how to manage it.

    1. Determine your Information Management Solution

    The next step is to determine the right Information Management solution  which was determined by your current Information Management review and identifying the pain points and needs.

    What Information Management Solution Best Fits your Needs?

    The electronic document management system (EDMS) – Meridian is an Information Management solution easily synchronized to other systems to provide increased functionality as a whole.

    Most oil & gas companies use a maintenance management solution for their maintenance tracking needs. It allows you to digitize and automate maintenance operations to deploy preventive maintenance strategies better, develop better maintenance practices, stay organized, and ultimately save time and money. While this is a significant first step into modernizing your digital data footprint, a stand-alone maintenance management system is missing essential functionality for maintaining your Information Management needs in other areas (engineering, vendor, technical drawings and documentation). This functionality is where the Meridian Information Management Solution can help you consolidate tools and overcome recurring pain points that arise with using legacy or generic information management systems.

    In the aftermath of the COVID-19 pandemic and the current world conditions, companies with a complete Information Management solution will be steps ahead of their competitors who are relying on legacy or generic Information Management systems.

    To learn more about Meridian solutions (EDMS and CMMS) and how they can help your team, don’t hesitate to get in touch with the SolidCAD Meridian team.

    Overcome your Pressing Oil & Gas Challenges with Comprehensive Information Management Solutions

    Posted on by David Medeiros

    In the wake of the COVID-19 pandemic, the oil & gas (O&G) industry has recovered better than expected, with oil prices remaining strong and oil demand back to 95% of pre-COVID levels. But O&G companies still face many challenges as they try to provide clean, affordable and reliable fuel – all while lowering their costs, meeting demand and lowering carbon emissions.

    Navigating this complex landscape both upstream and downstream – i.e. in exploration, drilling and production operations— will require continuous advancements, improved communication, best-in-class practices and maximized efficiency.

    The right information management technology will play a crucial role.

    The Unique Challenges of the Oil & Gas Industry

    Today, companies in the oil & gas industry face many challenges. They must:

    Decrease Emissions

    First, companies in oil and gas face ever-increasing pressure to maximize sustainability and decrease carbon emissions, particularly with increasingly stringent environmental, social and governance (ESG) requirements and bold commitments to net-zero emission goals. This will require that companies establish new expertise in the low-carbon space and largely recreate their business profiles.

    And getting this right isn’t just about compliance and going green – it’s about having a future. In one Deloitte study, “30% of executives surveyed believe that building capabilities in ‘green’ areas such as hydrogen and CCUS [would] help them thrive the most in the future.” What’s more, “20% of OFS deals in 2021 involved a target company with operations in renewable energy, as compared with 5% between 2017 and 2020.”

    In short, the demand for green energy is growing, and today’s O&G companies are responding in kind. In fact, thanks in part to high oil prices, oil & gas companies have been able to fund net-zero commitments and explore pricier green energy solutions like carbon capture, utilization and storage (CCUS). The trajectory is clear to get to net zero emissions by 2050 or sooner, and companies are documenting their progress by developing:

    • ESG benchmarks
    • Guidelines
    • New reporting metrics
    • Quantify climate-related costs and risks

    Reduce Costs and Maintain Financial Health

    Companies also feel pressure to reduce total spend in order to remain competitive in the market. This requires things like:

    • Improved operational practices and processes
    • Maximized efficiency to cut costs in every part of the value chain
    • Adoption of new technology
    • More collaboration and innovation

    And that’s just scratching the surface. The good news? Progress is being made. As an industry, oil & gas has lowered its cost base consistently since 2015.

    Attract and Retain Employees

    The oil price crash of 2020 triggered unprecedented layoffs and extreme market volatility in the U.S. and around the world. Since then, only 50% of employees have come back. There are many reasons for this:

    • The industry is no longer seen as a reliable employer
    • The predominant skilled workforce is aging out, and younger employees have not been upskilled
    • The labour market is extremely competitive
    • Employees are looking for remote, hybrid, and cross-border options
    • Competitors are offering lucrative pay packages
    • It is difficult for companies with low-carbon goals to find workers with green skills

    To combat all of this, organizations must offer new pay packages, change their strategies to go with new work structures and upskill current employees to thrive in the changing landscape.

    Adapt to a Changing Landscape

    The focus on green energy also comes from consumers, who are largely changing their fuelling preferences. In fact, it’s estimated that electric vehicles could account for 50% of new vehicles by 2030, and many automakers are aiming to end the production of internal combustion cars altogether by 2035.

    Additionally, as demographics continue to shift and younger generations get on the road, the industry is seeing increased interest in low-emission fuels like hydrogen and renewable fuel.

    Many companies must respond in kind, adapting to the changing fuel landscape while evolving to meet the expectations of newer generations of customers. This not only requires new infrastructure but also new, digitally-driven customer engagement methods to keep customers up-to-date on the latest developments.

    Progress is Being Made in Addressing These Challenges

    Companies in the oil & gas industry are finding ways to lower their costs, minimize risks, reduce carbon emissions and attract new customers and partners. Maintaining all of this progress, though, will call for:

    • Continuous investment and maximized efficiency in every part of the value chain
    • Best-in-class operational practices
    • Continued technological advancements
    • Better models and visualization tools
    • Improved communication, innovation and collaboration
    • Integrated solutions for decarbonizing projects
    • New revenue models

    The right software can help.

    The Right Software Tools Can Help

    At the heart of all of this is data. Mountains of unstructured, semi-structured and structured data – saved in text, image, audio, or video formats – created throughout the exploration, drilling and production processes. This data must be generated, stored, processed and analysed:

    • Unstructured data: This includes well logs, daily written reports of drilling and CAD drawings
    • Semi-structured data: This includes processed data created via modelling and simulation
    • Structured data: Internally, this includes drilling data, data from SCADA systems, surface and subsurface facilities data and production data. From an analytics perspective, it could also include asset, risk and project management reports. External structured data includes market prices and weather data for forecasting

    And getting this right is the only way that O&G companies can truly maximise their efficiency, adopt new practices that work, decrease costs, lower emissions and optimise operations.

    Invest in a Single Source of Truth

    The key to a long-term fix for this is comprehensive information management for all of this structured, unstructured and semi-structured information. And generalized enterprise content management systems simply can’t get the job done, as they can’t support the redlining and version control that’s necessary in engineering documentation, CAD drawings and 3D renderings.

    You can also consider taking Information Management strategy one step further and migrating to the cloud. The benefits are comprehensive; companies that use cloud technology achieve workplace efficiencies and avoid interruption via faster deployment and easier ongoing support.

    Consider Meridian Cloud Engineering Document Management System

    Accruent Meridian Cloud provides a best-of-class engineering information management solution for the world’s largest facility owner-operators need to manage their facility engineering content in the cloud. By providing 24/7 access to accurate and comprehensive documentation, Meridian can also:

    • Help oil & gas companies maintain equipment and assets, as well as invest in new technology that delivers
    • Help O&G companies increase the security and quality of their documents by helping them manage complex CAD documents and maintain ESG compliance
    • Improve communication, collaboration and broader practices
    • Integrate capabilities with various asset management systems for full asset visibility

    Migrating to the cloud also marks the final stage of breaking down siloes in engineering data, as Meridian Cloud application enables company-wide collaboration by providing cross-department access to centralized information to help users make informed decisions.

    Meridian helps oil & gas companies like Shell, Total, Bluewater and many more run their refineries, oil rigs, and pipelines efficiently, safely, sustainably, and profitably. Want to learn more about how Meridian can help you overcome challenges and meet your industry’s pressing goals head-on? Visit our website for more information. 

    Common CMMS Data Misses: How to Improve Capital Asset Planning and Total Cost of Ownership

    Posted on by admin

    One fundamental responsibility of all service department leaders is to properly manage the assets under their charge until they reach end-of-life and must be disposed of. Able stewardship includes capital asset planning and the ability to determine the total cost of ownership (TCO) of those assets – and successful capital asset planning and TCO processes depend in part upon an appropriately maintained CMMS.

    With a modern computerized maintenance management system (CMMS), you can take the available data values, calculate each cost area, and derive an accurate TCO for leadership planning. Coupled with precise in-service and end-of-life values, leadership now has a comprehensive, responsive and accurate capital planning tool that becomes a valuable commodity within your organization.

    Capital Assets and TCO: The Basics

    Before we explore which CMMS components are necessary for capital planning and TCO calculations, first let’s look at what we mean by a “capital asset.”

    • There are dictionary definitions such as “long-term assets either tangible or intangible (as land, buildings, patents, or franchises),” according to Merriam-Webster.
    • There are governmental definitions like 26 U.S. Code § 1221 (IRS Code), which has more “it is not” than “it is.”
    • A general business definition could be an asset that has an acquisition cost of $5,000 or more, a useful life of more than one year, and use that contributes to revenue and/or profit for the business.

    In my experience, most organizations have an internal definition used by the accounting department, and that’s what you’ll likely use when planning for capital asset disposition and replacement.

    On the TCO front, total cost of ownership is a calculation of all costs associated with the asset. This will include the acquisition/original cost, operational costs and overhead costs for each asset. In CMMS-speak:

    Operational costs are items such as:

    • Fuel and other costs to operate the asset (vehicles, generators, boilers, etc.)
    • Chemicals needed for proper production activities (chlorine, ash, phosphate, etc.)
    • Materials/parts needed for scheduled and reactive service events
    • Labor costs
    • Contract/vendor costs

    Overhead costs include items such as:

    • Costs of the physical building/grounds the asset is in
    • Utilities costs in support of the operational environment
    • Administrative costs (clerical, records management, training/licensure, regulatory oversight, etc.)

    Performing Proper Capital Planning and TCO Analyses

    Consider this example. An analysis of 74,500 asset records produced the following results:

    • 60% have no in-service dates
    • 78% are missing acquisition cost
    • 93% lack residual cost information
    • 38% have no maintenance/service costs (and the other 62% don’t necessarily have full costs listed)
    • 40% are missing labor/time costs
    • A mere 8% have material/part costs

    Critical data values like the acquisition/original cost and resale values must be known to calculate TCO; without these pillar values, no true cost analysis can be performed. But all the listed values should be available for a complete capital planning or TCO analysis. Capital planning is forecasting ahead when an asset will need to be replaced, anticipating that expense, and amortizing it over the life of the asset.

    Without those critical date and cost values, proper planning is difficult if not impossible.

    When it comes to TCO, if your team is not accounting for the materials/parts used during service or maintenance activities, you lose a large expense in the TCO. Inaccurate or missing labor costs will skew a TCO and make it look like your TCO is much lower than reality. If assets are covered under contracts, those costs must be associated with the individual assets and properly accounted for in operational costs. For instance, if you’re using $500 a week in chemicals to treat potable water but your team is not connecting them to the asset consuming them, then the TCO calculation becomes inaccurate.

    A common formula for TCO is:

    (Acquisition cost + [operating cost + overhead costs]) – salvage value/resale value

    Improving Planning with the Help of Your CMMS

    Now that we’ve covered what goes into capital planning and TCO calculations, it begs the question: Why don’t most CMMS systems contain these values?

    My experience has been that many of these data values are provided at time of purchase, but they are not entered into the CMMS because the enterprise does not have the proper processes in place. Unfortunately, this forces service department leadership to rely on other departments (like accounting or materials management) for these values or to make a best guess.

    But properly updating a CMMS with critical data values, such as the date the asset was placed into service, can enable those values to serve as the basis for projected replacement and annual depreciation values. Documenting an asset’s expected end-of-life allows you to budget properly for the costs to replace it.

    Here at Accruent, we are committed to helping organizations optimize facility and asset maintenance. Our solutions are designed to help you automate work orders, increase equipment reliability, streamline maintenance operations and costs, improve inventory accuracy, and maintain industry-specific regulatory compliance. Learn more about Accruent CMMS software.

    Security in the Clouds: Pressing Cloud-Based CMMS Concerns and How Industry Leaders Are Addressing Them

    Posted on by admin

    With data breaches and ransomware attacks becoming more common – and more severe – by the day, it’s understandable to have concerns or confusion about security and cloud applications. This includes your computerized maintenance management system (CMMS).

    The good news? Many common security concerns simply aren’t applicable to modern cloud-based CMMS systems. Here’s everything you need to know about cloud security and your CMMS system.

    The Bigger Context: Understanding The Cloud And Cloud CMMS Systems Today

    General Cloud Facts Today

    The term “the cloud” usually refers to a network of servers, each of which has a specific function or purpose. So, rather than your information being stored in your in-house hard drive, it is stored on these servers. When individuals or companies move something to the cloud, they are generally making a switch from hardware to cloud-based infrastructure-as-a-service (IaaS) or software-as-a-service (SaaS).

    The reason for this? In general, cloud-based tools can offer more scalability, efficiency, security, and agility than their on-premise counterparts. This can facilitate digital transformation and company-wide modernization. It can also facilitate work in a multi-site or remote environment – which is more vital than ever in the wake of COVID-19.

    Looking with more detail, consistent cloud SaaS benefits include:

    • Increased Security: Cloud-based systems are generally managed by vendors or providers, and these teams are vigilant about staying on top of patches and other security protocols. What’s more, these updates are generally automated, which can take a significant strain off your IT team.
    • Improved Scalability: Hardware is expensive and difficult to scale. Cloud systems, on the other hand, have unmatched scalability and flexibility, both of which can facilitate technological growth as your company evolves.
    • Maximized Connectivity: It is easier to connect SaaS-based systems thanks to tools like APIs. This makes it easier to store and manipulate data across devices, technologies and websites.
    • Lower Software Price: Hardware generally requires a significant up-front cost for purchase installation, as well as high maintenance fees. Cloud solutions, on the other hand, run on monthly or annual subscriptions, leading to a lower up-front cost.
    • Higher Availability and Reliability: If you have a strong vendor, your cloud solutions can have faster uptime, more availability and increased reliability.

    Cloud-Based CMMS Systems

    All of this is certainly true when it comes to cloud-based CMMS systems. There are also many additional benefits that can come with deployed a cloud-based computerized maintenance management tool. These include:

    • Mobile capabilities: With a cloud-based CMMS, you simply need a device and an internet connection to be able to access your software. This allows technicians to upload photos, update work orders and access other vital information directly at their point of need. This is particularly vital in the multi-site post-COVID manufacturing world we live in today.
    • Increased scalability: With a cloud-based CMMS, you can scale your systems according to your team’s current bandwidth and needs. You can also add or remove users as the makeup of your team changes, which is important for uptime and controlled access to your mission-critical data.
    • More user-friendly systems: With a cloud-based CMMS like Maintenance Connection, security updates and system upgrades are automatic, hands-off processes. All you need to do is log in and accept the update – and sometimes, even this part is automated. Plus, your important information is automatically backed up on a regular basis, and if you have a system malfunction, your vendor should provide support and troubleshooting assistance.
    • Increased cost-effectiveness: There are both short-term and long-term cost-savings associated with a cloud-based CMMS deployment. Immediately, there are lower up-front deployment costs. In the long term, there are lower software maintenance costs and decreased security risk. Additionally, more software availability means increased team productivity and efficiency over time.
    • Increased productivity: This deserves its own point. Because users simply need to log in to begin working on a cloud-based system, employees across departments will immediately be able to access their assets, parts and inventory, work orders, reports, cost tracking, scheduling, purchasing, etc. This means immediate efficiency and up-time.
    • Faster disaster recovery: With a cloud system, automatic and managed back-ups are included in your monthly subscription, and your data is continuously backed up to multiple servers in multiple locations. Even if you have one server failure, then, your information will still be available elsewhere.

    Common Security Concerns With Cloud-Based Computerized Maintenance Management Systems

    So, what’s the hold-up? What security concerns do people still have about a cloud-based CMMS – and is there any validity to any of these concerns? Well, many concerns are baseless with modern tools, including the idea that a cloud-based CMMS is inherently more vulnerable to security attacks. That said, there are some common security concerns that you should consider. These include:

    Poor Visibility

    As we mentioned, cloud software allows access from many devices, locations and users. This is a huge benefit of a cloud-based CMMS system, but it can also introduce confusion and poor visibility, particularly if you are unclear about this infrastructure and what your users are accessing, viewing and downloading. This is a definite concern to consider when choosing your cloud-based CMMS.

    Compliance Concerns

    Industries like manufacturing, oil & gas and healthcare are highly regulated, which means that you must adhere to strict and ever-changing compliance requirements. Careless or unclear data transfer in the cloud can make this difficult – as can lack of clarity into where your data is, who has it and how it’s being used. The right software won’t have this lack of visibility.

    Insider Threats

    No, you likely don’t have double agents working in your organization and trying to break down your security. That said, lack of training and negligence could open your organization up to vulnerabilities. You have to make sure that your employees, contractors and business partners have the information they need to keep your technology safe.

    Insecure APIs

    Application user interfaces, or APIs, are often built into web or mobile applications to connect disparate tools or systems. The problem? External-facing APIs can be a cloud security risk, providing a gateway from which cybercriminals can enter your system and access your data. This must be kept top-of-mind.

    A Misconfiguration Of Cloud Services

    If your system isn’t configured correctly, it could cause your data to be manipulated, exposed or even deleted. Make sure that your CMMS vendor knows this and knows how to prevent issues like mismatched access management or insecure default security and access management settings.

    Poor Cloud Security Strategy

    You can’t put the cart before the horse – or, in this case, you can’t rush to get a cloud CMMS deployment live before you’ve developed a comprehensive CMMS security strategy. This is a common mistake and one you should avoid.

    How To Effectively Secure Your Modern SaaS CMMS Systems

    Address Your Concerns Proactively

    To maintain your cloud-based CMMS security through deployment and beyond, it’s important that you keep the above concerns top-of-mind and address them as you choose your CMMS vendor and move forward with your cloud deployment and maintenance. That means having processes in place to:

    • Protect your data while it is in transit and at rest
    • Identity and user authentication, including SSO
    • Compliance and security integrations
    • Maximize your visibility and control over your systems
    • Protect your assets and your team
    • Maximize team and personnel security
    • Vet your vendor (more on this below)

    Ultimately, this can help your organization:

    • Ward off growing cybersecurity threats
    • Avoid any major data breaches or data loss
    • Maintain business continuity
    • Avoid compliance and auditing concerns

    You Can’t Forget Your Best Practices

    Another important key is to find a system – and a vendor – that takes a comprehensive approach to their CMMS security. Overall, you and your vendor must keep several things top of mind, including:

    • Identity and access management: An identity and access management (IAM) system – including things like multi-factor authentication and defined user access policies— should always be in place to help you control access to information.
    • Physical security: Make sure that your vendor is doing what they can to prevent access to the hardware housed in their data center. This includes having uninterrupted power supplies, CCTV, fire protection and more.
    • Encryption: Encryption encodes your data assets when they’re at rest and in transit, thereby providing another level of data security.
    • Vulnerability and penetration testing: During this testing, your own team will try to hack into your system to check for vulnerabilities or security issues.
    • Firewalls: Next-generation firewalls have many features that are needed in a modern context, including IP blocking, packet filtering, domain name blocking and port blocking.
    • Threat intelligence, monitoring and prevention: Threat intelligence systems, intrusion detection systems (IDS) and intrusion prevention systems (IPS) help alert your team to attacks so you can effectively respond.

    Train Your Team

    When it comes to CMMS security, your users will always be your first line of defense – and possibly your biggest weakness. Make sure that your team consistently knows:

    • How to spot malware
    • The risks of insecure practices
    • Any industry-specific training needed for advanced users
    • The importance of user access best practices

    Final Thoughts

    The cloud isn’t inherently insecure, and you can have a successful cloud CMMS deployment without increased security risk. That said, it’s important that you have your CMMS security infrastructure in place and that you’re aware of key risks and considerations to keep top of mind.

    Ready to learn more? Reach out to one of our sales reps or click here to read more.

    SolidCAD Earns Accruent Top Marketing Performer 2021

    Posted on by admin

    Toronto, ON, March 15th, 2022 – On Friday, SolidCAD was named winner of the Marketing Performer 2021 award at this year’s  Synergy 2022 Virtual conference, an event where they specially recognize outstanding partners for their hard work and support. This award was given to SolidCAD for exceptional marketing campaigns for Accruent document and facility management tools within Canada. “Accruent’s vast partner ecosystem remains a key part of our strategic vision and will continue to enhance our ability to deliver mission-critical solutions to customers around the world,” said Elliott Welsch, VP of Global Channel & Alliances, Accruent. “It’s important that we recognize these standout partner performances to acknowledge the amazing resilience and success of our partner base.”

    To learn more visit: www.accruent.com/resources/press-releases/accruent-recognizes-outstanding-partners-2022-synergy-conference

     

    About Accruent

    Accruent (www.accruent.com) is the world’s leading provider of intelligent solutions for the built environment – spanning real estate, physical and digital assets, and the integrated technology systems that connect and control them. Accruent continues to set new expectations for how organizations can use data to transform the way they manage their facilities and assets. With major office locations in Austin, New Orleans, London and Amsterdam, Accruent serves more than 10,000 customers in a wide range of industries in more than 150 countries around the world. 

    Discover Accruent solutions:

    https://www.solidcad.ca/products/other-products/accruent/

    Can Meridian EDMS be used as an Enterprise Content Management (ECM) Tool?

    Posted on by admin

    In short, yes. By design, Meridian is an engineering document management system (EDMS). But once in use by Engineering, the tool can be extended to support more general content management needs and maximize your software investment.

    How? By definition, enterprise content management is a system designed to collect, organize and manage an enterprise organization’s content. This includes unstructured documents – like those found in a Word file, an excel spreadsheet, or a PDF and everything in between. An enterprise content management system is rarely, if ever, one tool but rather a combination of tools, processes, and strategies used to organize information and improve business performance.

    The goal is to:

    • Eliminate dependence on paper documents
    • Maximize employee efficiency
    • Improve productivity and customer service
    • Streamline and automate business processes
    • Make business-critical information both accessible and valuable
    • Improve collaboration

    Because it can easily handle both structured and unstructured documentation – like CAD drawings, engineering documents, and technical manuals – Meridian can streamline content management needs.

    Plus, with our powerful workflows and version control, we can ensure everyone in the organization is working from a true single source of truth.

     

    What Can Meridian Provide For General Enterprise Content Management System Do?

    An enterprise content management system helps with document management throughout the lifecycle. In other words, it allows users to:

    Capture information

    Users can easily and securely enter data into an ECM. This can include invoices, emails, PDF documents, spreadsheets, etc. Effective content capture can take many forms, like using electronic forms, scanning documents, or managing documents that are already digital.

    Manage and retrieve documents

    Will well-managed and organized documents, all relevant users can easily access business-critical information. This can be done in many ways, including full-text search, keyword search, or preset search options that allow users to search by creation date, username, or other factors.

    Store

    With a robust ECM, users can easily store all their documentation. The key? To make the information accessible and searchable. That way, users can easily view documents, edit them, organize them, view the metadata, and more. This, in turn, can improve compliance and reduce the time and complexity associated with document management processes.

    Preserve or Archive: Users can also preserve – or archive – information that doesn’t need to be readily available but may prove vital in the future.

    Deliver

    Finally, users can use the ECM to deliver the right content to the right people at the right time. Today, this will include a significant degree of automation, which can streamline manual tasks and help teams accomplish more with fewer resources.

     

    Why Do Organizations Need Content Management?

    Organizations need enterprise content management to help them organize, manage and utilize all the content they have coming in today. And this is more important than ever, as organizations have information coming from more sources than ever before. Emails, spreadsheets, documents, presentations – the volume of data is staggering, and it is only growing as organizations continue to mobilize, digitize and adopt new systems and tools.

    In this context, effective content management is critical, as it’s the only way that team members can maximize efficiency, make decisions, manage risks. Improve record management and complete projects.

     

    Is Enterprise Content Management the Same As Document Management?

    It can be. Document management will always be a smaller but essential part of content management (which, as we mentioned, necessarily also includes best practices, strategy, and supporting tools). That said, with the bevy of content we have coming in today – from thumb drives, smartphones, apps, email, social media, video, paper sources, and more – not all content management will come from documents.

    However, the content that does come from documentation will have to be well managed. That’s where a tool like Meridian can help significantly.

    General document management systems like SharePoint, for example, can organize linear, largely static documentation. A blog document, for example, can be stored and accessed in SharePoint because that document is usually created, edited, posted, and archived. And a general system can handle that process.

    However, a typical ECM cannot handle complex documentation like engineering information. This kind of documentation – which many organizations have today – must be regularly redlined, updated, and utilized to reflect the business’ actual environment. Meridian is unique and can provide a complete EDMS & ECM solution. Meridian is tailor-made to handle this kind of documentation and workflow, so this complicated documentation never falls through the cracks.

     

    Does Enterprise Content Management Help With Both Structured And Unstructured Data?

    Not well. There have been many new content management challenges and opportunities with machine learning, cloud technology, and mobile capabilities. Today’s content management systems must handle:

    • Unstructured information, or information without a fully defined structure that people frequently use. Examples include PDFs and Word documents
    • Structured information, or information that is highly defined and quickly processed by computers. This includes information that is housed in databases
    • Semi-structured information, or information (like invoices or receipts) that is defined by a human then stored and read by a computer

    This, in turn, can help organizations battle issues that accompany poor data management, including lost time, lost productivity, compliance concerns, and more. Most general ECM tools cannot get this done.

     

    What Are the Benefits of Effective Content Management?

    There are many benefits to excellent content management, including:

    • Improved efficiency and business continuity
    • Streamlined compliance and improved record retention policies
    • Fewer paper documents, which can lead to increased efficiency and enhanced collaboration
    • Less downtime and document search time
    • Reduced time and overhead costs associated with document storage and document management
    • Automated manual tasks
    • Improved document security (which is achieved through restricted access and controlled access)
    • Reduced duplicate or outdated information
    • Improved customer satisfaction achieved through increased employee productivity

     

    How Can I Start Implementing the Right Content Management System For My Business?

    If you’re considering implementing an enterprise content management system, you should first consider:

    • Your organization’s short and long-term business goals and how you would like your content management tool to help you achieve those goals
    • The various types of content that are included in your business and how your organization handles those types of content. Do you have unstructured engineering documentation? Is that documentation static?
    • Your existing processes and how you would like your EDMS to streamline those functions
    • How information is shared and utilized by your employees and departments
    • Your business culture and whether your team is ready to adopt a new system and enact change

    Getting this information straight can help you determine exactly what features and functionalities you need from your system. From there, you can get into the nitty-gritty of the implementation. Here, it’s important to remember to:

     

    Prioritize the most mission-critical documentation and areas that need improvement.

    Get your team on board and bought into the tool you choose by explaining the vision and showing them concrete benefits and expected results.

    Invite feedback, so you fully understand what your team expects and needs.

    Create a dedicated team to oversee the implementation process.

    Ensure that there are clear ECM policies and rules in place. This will prevent the mismanagement of data.

    Embrace the growing pains. No technology implementation is ever super smooth. Expect the unexpected and be ready to adjust course when it’s necessary.

    To learn more about Meridian solutions (EDMS and CMMS) and how they can help your team, don’t hesitate to get in touch with the SolidCAD Meridian team.

    Meridian Tips – How to Easily Add Redlines and Comments

    Posted on by admin

    Today in our Meridian Tips video blog, we want to show you how easy it is to collaborate with other user’s in the Meridian EDM solution. If you have ever wanted to add comments or markups on technical documents within an EDMS tool, Meridian is your solution. 

    If your business is interested in unlocking the power of a dedicated EDMS, don’t hesitate to get in touch with the SolidCAD Meridian team.