Utilise the Arkhetupon Electronic Document Management System with its numerous benefits.

Consistency

Development of The Arkhetupon EDMS has ensured that consistency is maintained, as data entry/flow is conducted within certain defined parameters, allowing a user to select data from a predefined list & distributing correspondence to authorized recipients only. In order to ensure precision, one is to maintain consistency.

Cost Optimization/Saving

The Arkhetupon EDMS provides automated functionality, as well & multiple modules to ensure that information can be processed efficiently/effectively. Here are a few examples:

Bulk Processing:

This function allows for the processing of information in Bulk. Meta-Data can be allocated to the information & imported into The Arkhetupon EDMS in bulk.

Obtaining Information:

As the information on The Arkhetupon EDMS is entered by means of Meta-Data, one can obtain information from an extensive database by utilising Meta-Data filtering, allowing employees to spend their time focussing on their responsibilities, in turn providing optimized output.

Information Repository:

Information repository will ensure that each organizational participant has access to the information uploaded by/shared with them, eliminating the requirement for utilizations of servers, etc..

Correspondence:

This functionality allows for project/organizational participants to communicate within The Arkhetupon EDMS, providing functionality in which participants are able to obtain project/organizational correspondence directly from The Arkhetupon EDMS, without having to liaise with the sender, eliminating the requirement for 3^rd party correspondence software.

Information Transfer:

Information can be shared within The Arkhetupon EDMS by means of the correspondence module. Once a correspondence is sent, the system will retain that information inevitably and/or until removed by an administrator, eliminating the requirement for 3^rd party information transfer software.

Online Commenting/Signatures:

The Arkhetupon EDMS provides functionality in which project/organizational participants are able to conduct reviews & sign on the documentation without the applicable software required to be installed onto local devices. This functionality eliminates the requirement for 3^rd party viewing, commenting & signing software

Functionality

Your Organization/Projects may benefit from several of The Arkhetupon EDMS’s sophisticated capabilities/functionality when utilized appropriately

Automatic Documentation Numbering

Automatic Documentation Numbering will ensure that numbers are correctly allocated (in accordance to the selected Meta-Data) & prevent duplication. This function will be pre-defined & able to accommodate any significant requirement relating to organizational numbering conventions.

Bulk Processing (Uploading & Downloading)

The Arkhetupon EDMS allows users to download multiple files from the system, by selecting the applicable information, compressing & placing the information in the folder of your selection, maximising time spent on obtaining information from the system.

When uploading information into The Arkhetupon EDMS, bulk processing can be utilized, a process in which all applicable Meta-Data is defined and then imported into the system simultaneously.

Meta-Data Functionality

Meta-Data is information that defines/describes various aspects of a document/correspondence/drawing/asset, in order to improve its usability throughout its lifecycle & even thereafter. It is generated once data is captured at the source, accessed by users, moved through an organization, integrated, or augmented with other data from other sources and/or analysed.

Meta-Data is valuable as it provides information about the attributes of data elements that can be utilized to guide strategic & operational decision-making, as well as allows for that information to be retained & obtained. Meta-Data Management is the administration of data that describes other data.

The Arkhetupon EDMS allows for Meta-Data allocation to information captured into and/or generated by the system, ensuring that information is not lost, but efficiently/effectively obtainable in future.

Transmittal History

The Arkhetupon EDMS provides the functionality in which all Transmittal History is retained within the system. This allows the user to view every transmittal (submission) associated to a specific document within the Documentation Module, as well as associated every document to a transmittal in the correspondence module.

Online Commenting

The Arkhetupon EDMS provides functionality in which your project/organizational participants are able to view, comment & even sign on documentation without having 3^rd party software installed onto their local devices. Supported filetypes include:

csv – Comma Separated Values
djvu – DjVu File
doc – Microsoft Word Document
docm – Microsoft Word XMS Format Macro Enabled Document
docx – Microsoft Word XML Format Document
dwg – AutoCAD Drawing Database
dxf – AutoCAD Drawing Interchange Format
eml – E-mail Message Format
eps – Encapsulated PostScript
msg – Outlook E-mail Message
odp – OpenDocument Presentation
ods – OpenDocument Spreadsheet
odt – OpenDocument Text
pdf – Portable Document Format
pps – Microsoft PowerPoint Presentation
ppsx – Microsoft PowerPoint 2007 Slide Show
ppt – Microsoft PowerPoint Presentation
pptm – Microsoft Power Point XML Format Macro Enabled Presentation
pptx – Microsoft PowerPoint 2007 Presentation
ps – PostScript
pub – Microsoft Publisher
rtf – Rich Text Format
txt – Text Document
wks – Microsoft Worksheet Spreadsheet
wpd – WordPerfect Document
wps – Microsoft Works Document
xlr – Works Spreadsheet or Chart (Microsoft Corporation)
xls – Microsoft Excel Spreadsheet
xlsm – Microsoft Excel XML Format Macro Enabled Spreadsheet
xlsx – Microsoft Excel 2007 Spreadsheet
xps – Open XML Paper Specification

Information Transfer Functionality

As information is reposited into The Arkhetupon EDMS, this information will be accessible to all internal organizational participants & can be shared to all project participants via the correspondence module. This allows for unlimited file size sharing (attachments) & in turn eliminates file size limitations.

Activity Log Functionality

The Activity Log Functionality provides your project/organizational participants with an overview of the documentation’s lifecycle. Providing information such as:

• Date Created (all revision)

• Transmittal History

• View History

• Download History

• Revision History

This unamendable data compliments the auditable trail of the documentation’s lifecycle & ensures that information is not manipulated.

Profile Dashboard Functionality

The Arkhetupon EDMS Dashboard provides an amalgamation of all the applicable documentation/correspondence specifically allocated to the user, per project. This provides the user with an overview of what requires his/her attention. Items such as:

• New (unread) Correspondence

• Outstanding Correspondence

• Overdue Correspondence

The items above include reviews and/or approvals of multiple documentation such as workflows, drawings, technical documentation, Request for Information, Site Instruction, general correspondence & so much more.

The Arkhetupon EDMS Dashboard also provides the user with capability to track, monitor, manage & control the workload, in order to provide efficient/effective responses & optimized output.

Automatic Correspondence Numbering

Automatic Correspondence numbering will ensure that numbers are correctly allocated (in accordance to the selected Meta-Data) & prevent duplication. This function will allow a user to identify the following, by simply viewing the number of the correspondence:

Applicable Project
Organization From (sending organization)
Organization To (receiving organization)
Correspondence Type

This will be executed with no additional input from the user.

Reporting / Exporting

The Arkhetupon EDMS allows for any/all search results to be exported into an Excel worksheet, in order for this information to be further refined/optimized. This functionality provides the users with live/historical/true reporting capability within the project/organization, as well as the flow thereof. In turn, your project/organization will be at an advantage of always being ahead of the curve.

Workflow Processing

When required to obtain reviews/comment and/or approvals/signatures in a specific sequence, The Arkhetupon EDMS Workflow module provides all the required functionality to achieve this objective. Additional functionality has been incorporated, allowing each Workflow participant the capability to delegate his/her workflow in order to obtain information from another user. This is a very efficient/effective way of concluding information on your project/within your organisation.

Revision History

It is essential to retain the lifecycle/history of documentation within an EDMS, for multiple reasons. The Revision History functionality within The Arkhetupon EDMS provides all information relating to the lifecycle of documentation, including the transmission thereof, allowing your project/organization a comprehensive overview of the past & the present.

Correspondence Functionality

The Arkhetupon EDMS provides a comprehensive Correspondence module, providing users the capability of corresponding within The Arkhetupon EDMS itself. This functionality includes multiple forms of correspondence, such as emails, letters, memorandums, Site Instructions, Requests for Information, Transmittals & more. Each participant will have controlled access to all project/organizational correspondence within one centralized database.

Package Module

The Arkhetupon EDMS Package Module provides functionality in which significant work packages can be managed/controlled independently. Whether is be commercially orientated or organizationally (suppliers/contractors), this module allows you to view, transmit & report on these packages. Predefined completion percentages are allocated to each Document Status, providing the capability to extract reports on the percentage complete per package.

Multiple Projects / Corporate

The Arkhetupon EDMS provide functionality in which multiple projects can be managed, as well as organizational documentation/correspondence. This allows your organization to manage all projects in one centralized platform.

Permission Functionality

The Arkhetupon EDMS provides functionality in which multiple levels of permissions can be allocated to each user account. These permissions allow for the following:

• User access to projects

• Organizational Access to projects

• User Access to specific documentation/correspondence

• Organizational Access to specific documentation/correspondence

Each individual document/correspondence on The Arkhetupon EDMS can be allocated a Confidential status, allowing only the owner of the document access to view, until shared with specific participants within the system.

This functionality will ensure that information is always distributed & made available to it’s indented recipients.