One common myth that many believe is that scanning and putting all paper drawings into a folder structure is the best way to organize them. However, this simply isn’t true. There is a more efficient method of organization that doesn’t involve paper and the hassles that come with it. Here we’ll discuss why the “scan plans to folder” structure simply doesn’t work. Along with how you can benefit from a more streamlined digital drawing approach.
Critical Steps That Require More Time and Energy
One of the main issues with scanning paper drawings and putting them into a folder is the number of steps involved. The process consists of several critical steps that can become needlessly complicated. These steps include:
Audits
Scanning all extracted paper drawings is highly inefficient. Without the help of a Hands-On audit, you run the risk of scanning as many as 60% of irrelevant drawings. Additionally, you will need to manage 60% more digital files in the years ahead. This can be daunting and take up too much of your time and attention.
Scanning
Following an audit, you would need to scan drawings, which requires setting adjustments as well as variations per drawing set. Some potential factors that could require varying setting adjustments include:
- Paper type
- Clarity
- Density
- Condition
All of these factors plus large amounts of paper drawings can make the scanning process even more time-consuming.
File Naming
Without the use of a search engine, developing a file naming convention is crucial. When determining these conventions, you will need to take into account items such as drawing numbers, drawing descriptions, year, architect or engineer, as well as the project name or number. This naming convention will be the standard for predicting all angles of reference for years to come.
Folder Structure
This will entail designing a folder structure based on either an individual or team’s current belief regarding the proper sorting method for drawings. Managers may determine folder structure based on the building, discipline, year, floor, architect or engineer, project name or number, or revision status. It’s also impossible to determine the correct tree structure. In addition, users and requirements for finding drawings will constantly change.
Sustainability Issues That Contribute to More Inefficiencies
Another key issue seen with the outdated “scan plan to folder” organization structure is a general lack of sustainability. Using this method, you may see certain inefficiencies such as:
Duplication
One of the main problems with the “scan drawing” method is the duplication it creates. This is due to the fact that individual drawings may represent multiple floors across multiple disciplines. If you’re not duplicating the drawings into the different folder structures, then this may give the impression that you’re missing information in a given folder. For example, a single drawing may reference “Building G,” “Floor One,” and “Floor Two,” but might only be filed under the “Floor One” folder structure.
Grouping
It’s also necessary to file project sets separately to enable filing according to folder structure. Drawings are naturally grouped by project number and name, which groups a drawing set that reflects certain changes or additions to a particular site or area.
Versioning
Paper drawing scanning also leads to more versioning, with markups, edits, as well as copies that companies need to track and maintain.
Growth
Over time, users will need to add new files to the folder structure. This may make the folder more difficult to manage.
Deletion
Users may also remove or delete files either intentionally or inadvertently.
Accessibility
Companies also need to ensure that the right parties have access to documentation, requiring you to manually share access to contractors and others.
Experience Success with a Modern Digital Drawing Solution
All of the potential problems experienced with the “scan plans to folder” method are avoidable with the right strategy. At The Drawing Specialists, we understand how difficult it can be to deal with paper drawings and the entire organization process for them. If you’re wondering how to make the transition from paper to digital drawing, we offer a perfected process that can equip your staff with the necessary tools to bring your business into the digital age. We’re here to serve as your reliable partner in bringing your vision to fruition with flawless execution.
Through our innovative solution, you’ll be able to benefit from total transparency into your drawings, minimize your workload, save more time and money, as well as increase productivity. So, how does the process work?
1. Contact Our Drawing Specialists
To begin making the switch to digital drawing, reach out to the experts at The Drawing Specialists. Our team will work with you to understand your specific needs. Even if your existing system worked for you in the past, you might find that it’s time to make a change, or you may have inherited messy paperwork that you want to bring into the modern era. Regardless of your specific situation, we’ll help ease your burden as well as provide you with a centralized plan.
2. Transfer Your Drawings
After connecting with us, you can transfer your drawings to us for a Hands-On audit that entails sorting, categorizing, as well as reviewing each drawing to identify the most up-to-date version. Our drawing specialists will physically handle and process each drawing, sorting them based on their respective project name, number, and year. We then review drawings for revision status, the most recent date, and other factors. In the process, we sufficiently prepare each drawing for digitization.
3. Integrate a Modern Digital Drawing Approach
After scanning and properly cataloging and collecting details from each drawing into our echo drawing software, we can provide your team with your fully digitized collection of drawings. Using our echo system and a memory drive, we can digitally deliver indexing data and optimized files. We can also deliver hard copies, with the ability to index and crate drawings for storage, return and set up a drawing-room, or shred physical drawings.
Searching for outdated engineering drawings is no fun. The Drawing Specialists can help you set your team up for success with a modern digital drawing approach. If you would like to get started today and update your drawing plans, contact us today.