Development and deployment of document management technology into Rover : executive summary

• Main Author: Smith, C. L. R.
• Published: University of Warwick 1998
• Subjects: 020; HF Commerce
• Online Access: http://ethos.bl.uk/OrderDetails.do?uin=uk.bl.ethos.533394

Document Management is a technology that allows the input, storage, management and control of an image under the supervision of a computer based system. A document may be an electronically scanned image of a hard copy document or an electronic image such as a word-processed file, sound file, video file, or graphics file. Once the document has entered the system, a full history of that document is maintained throughout its lifecycle. The author was responsible for the introduction, development and deployment of Document Management technology into Rover Group. The task given to the author was to implement Document Management technology purely as a repository and distribution management system for engineering drawings. However, by adopting an innovative approach to the application of Document Management technology, substantial benefits were realised. As the author became more conversant with Document Management technology, greater benefits became apparent. Following detailed analysis of Rover's existing `Engineering drawing release process' the author re-engineered the process to allow electronic paperless release of all engineering drawings. This re-engineering provided Rover with substantial tangible and intangible benefits including cost reduction, improved quality of data, reduced `time to market', improved access, improved cycle time and reductions in manual labour. Three projects detailed in the portfolio demonstrate how this technology was applied to existing systems and processes. In particular, the `Hams Hall' project clearly demonstrates innovation in the way in which the author used the technology to manage working practices and data structure for a multi-disciplined team located in different countries. With changes implemented by the author, Rover now hold substantially more digital data than before the implementation of Document Management technology. Following research work by the author into both the types of data held and the use to which that data was put, the legality of that data came into question. This prompted a detailed analysis of the legal requirements of digitally stored data that allowed the author to advise Rover Group of their current status and make recommendations to ensure legal admissibility. The work reported shows how a combination of technical expertise and an appreciation of business issues and drivers, is crucial to the effective and successful implementations of information systems. Other organisations have shown considerable interest in the improved Document Management technology enabled business processes, developed by the author.