Document Management for Engineering, Surveying & Town Planning
Eliminate version confusion, reduce risk, and streamline external collaboration with M-Files
Smarter document management for engineering, surveying, and town planning
Engineers, surveyors, and town planners manage large volumes of technical documentation across multiple projects, stakeholders, and approval stages creating challenges such as:
- Managing quote documentation and approval status
- Confusion around multiple versions of drawings, plans, and reports
- Ensuring staff, consultants and contractors use current documents
- Production errors caused by outdated information
- Compliance risks with ISO standards, WHS, and contractual obligations
- Poor information visibility across projects, suppliers, and teams
- The threat of failed audits stemming from poor information management practices
M-Files helps engineering, surveying, and town planning firms efficiently manage project information including drawings, reports, project tasks and approvals in one secure, intelligent system—so your team always works from the latest approved information.
Increased efficiency and productivity
M-Files is the complete project document management solution. M-Files makes essential information easily accessible to relevant personnel and external stakeholders to prevent costly delays.
- Faster information retrieval: By organising information utilising metadata rather than folders, M-Files allows your team to quickly locate the latest version of critical documents like CAD drawings, plans, and specifications, minimising downtime and boosting productivity.
- A single source of truth: M-Files offers comprehensive document version control, ensuring everyone always works with the most recent version of plans, CAD drawings, or specifications, minimising errors and duplication. M-Files' version control automatically logs changes and maintains a comprehensive version history each time a document is edited.
- Beyond just documents: M-Files can manage project information beyond documents, such as project tasks, WHS incident reporting, and contact lists. Easily set up dashboards to monitor the status of information such as project tasks and incident investigations, making M-Files the one-stop source of project information.
- Automated workflows: Automating business processes like project scope of works, or internal report review and approvals. M-Files workflows streamlines these processes, reduces manual processing errors, and ensures compliance with internal business rules.
- Anywhere, any time: Access content in the field or on the shop floor using any iOS or Android mobile device. Easily approve workflow assignments on the fly, helping to avoid approval bottlenecks.
- Natively integrated with Microsoft 365: Create documents from within M-Files using your familiar M365 desktop apps. Save emails from Outlook to M-Files with metadata such as client and project or job, enabling unprecedented visibility over project correspondence.
Enhanced quality management and compliance
M-Files is built specifically with compliance and quality management in mind, allowing you to reduce risk and approach audits with confidence.
- The gold standard for SOP and controlled document management: M-Files ensures that your team only ever sees the latest approved version of SOPs, policies, and other controlled documents. Automated workflows speed up document review and approval, with superseded versions automatically superseded. M-Files sets the standard for document control, saving admins hours for each document revision.
- Rigorous document training records: "I didn't see that SOP". Guard against litigation exposure with automated training assignments linked to new and updated SOPs, policies and other important quality documents. Easily track completed, pending, and overdue document training assignments with M-Files.
- Audits made easy: M-Files maintains tamper-proof audit trails of who worked on a document and when. M-Files' metadata structure makes it easy to locate and export documents when requested by auditors, saving on time and cost.
- Streamline WHS incident reporting and investigation:
Incident on the job site? Open the M-Files mobile app, raise an incident report, attach images, and submit for internal investigation. M-Files allows easy tracking of incident investigations via dashboards and linking to subsequent corrective and preventative actions (CAPA) all within a single platform.
Easier collaboration with clients, contractors and consultants
Ever shared a plan drawing with a contractor, only to later discover the drawing was the wrong version? We can help solve that.
M-Files Hubshare is a dedicated platform designed for streamlined content sharing and collaboration. Hubshare is ideal for engineering, surveying, and town planning firms, especially when sharing documents with clients, contractors, or consultants:
- Reduce dependence on email:
Hubshare allows for easy, secure sharing of documents stored within M-Files. Whenever a recipient opens a document within Hubshare, it is
always
the latest version.
- Enhanced security:
Hubshare allows you to control access to sensitive information, ensuring only authorised recipients can view or edit documents.
- Seamlessly share and receive documents:
Contractors and consultants can receive documents like plans and drawings. Clients can upload executed agreements directly into your organisation's M-Files. All without email attachments.
- Personalised client experience: Create branded, customised hubs (web portals) for each external collaborator, enabling a professional and tailored experience. Hubs can be tailored to specific project needs, offering access to relevant documents, communication channels, and task lists.
With M-Files Hubshare, engineering, surveying, and town planning firms are empowered to streamline workflows, improve information security, and cultivate stronger relationships with external collaborators, ultimately contributing to reduced risk and enhanced operational efficiency.
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