An Introduction to Drawing and Data Management

An Introduction to Drawing and Data Management

An Introduction to Drawing and Data Management

An Introduction to Drawing and Data Management

Data management should make your job easier, not more frustrating.  For most organizations, Microsoft Windows Explorer and a host of mapped network drives are what is used to organize data and documents into (semi) manageable parts.  A common scenario for anyone that has to manage and find documents is to use one drive for design data, another drive for administrative data, and additional drives for other content such as submittals, client files, accounting and more. Although this type of setup is common, it is problematic. Documents are easily stored in the wrong subfolder or drive or even on the wrong server. It is too easy for documents to be accidentally misplaced – for example, dragging and dropping a folder into another folder without even realizing it. The worst case is a lost document that must be created again or realizing the data was irreplaceable.

Using this common document management method, employees may spend a great deal of time simply trying to find a specific file or document.  This act is compounded if the searcher does not know the file name or exactly what shared drive it is on.  Once a file or document is located the employee is left with the task of determining if this is the most up to date version or if someone else has made a change.  They also face the problem of deciding how to copy or rename the files to keep track of changes and versions. This often results in the propagation of multiple poorly described versions of the same document across the organization.

A properly implemented document management system such as Autodesk Vault solves these problems because it organizes, catalogs and secures all of an organization’s documents and provides version history, security and accountability.  With Vault you have a centralized and fully indexed data archive that facilitates easy searching and retrieval of any document.  Once the document is located, the document management system ensures that you are working with the most up to date and current version of that document and eliminates multiple copies of the same document with enigmatic/esoteric names.  Autodesk Vault also provides access control based on easy to administer yet sophisticated security protocols to keep the wrong people away from sensitive data.  Other very useful features include version control, viewing, printing and even redlining or markup of documents.  Advanced features of a document management system provide electronic document routing and document change management. Copied from Technically speaking.

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