Document ID

Bring Your Organization's Documents to Life

 

BuildFlow Document Management integrates customer best practices, intelligent software, customer support and reprographics for a past, current and future projects across your portfolio.

 

We can bring your company's documents and files to life by uploading or scanning, indexing, organizing and tagging them in a document repository that is designed around your building portfolio. BuildFlow's Professional Services Team and smart folders will organize and apply the appropriate search tags and meta data so you can quickly find what you are looking for. The document repository can be accessed from anywhere in a secure environment. The user interface is familiar and easy to use.

 

Quality Control = Quality Search Results 

How It Works:

Archives

• We identify and recommend the content that should go into BuildFlow. We have proven standards and procedures for identifying content and search criteria from many years of experience.

• We meet with individual property managers, as needed, to learn building history and identify key search criteria.

• Search tag groups are created for each building.

• Scanning can be done  on or off-site. Each document set is stamped and marked with the corresponding archive identification number so that it can be located in the document repository.

• Every file is reviewed and organized before it enters the document repository. Duplicates are identified, version control is enforced, and historical drawing and related sets are rebuilt for each project.

• Important metadata is manually entered or extracted by experienced building industry professionals.

Active Projects

• Project documents and files are organized, categorized and tagged when they are added to BuildFlow making the transition to archival seamless.

• Facilities management related documents are identified and tagged along the way.

Features:

• Search for files across multiple projects instantly in a variety of ways.

• Easily save and share search results.

• Controlled user access and permissions

• Archived and Active project documents are organized the same way.

• The document repository is scalable and can adapt to changes and future needs.

• We offer flexible backup plans, which include storage on our secure servers and/or yours.

• We can convert image files to CAD files quickly and at affordable prices.

• Our annotation tools are easy to use and collaborative.

 

 

Benefits:

• Quickly find what you are looking from anywhere.

• Easily share search results.

• Always know when you are looking at the latest version.

• Stop loaning hardcopies and wondering if you got them back.

• Put an end to documents not being returned to the correct location.

• No need to be concerned that an employee has the most important documents in their computer or desk.

• Perhaps you have file storage rooms that could be better utilized.

• Documents become an asset for facilities managers and future projects.

• Everything is being stored in an organized and structured manner across projects.

• Real time customer and team support.

Industries:

For Owners

• Archived and active project information become a valuable asset for facilities management and future projects.

• Active project information is being identified for facilities management from start to finish.

• Access and share project information instantly from anywhere.

• Enforce document standardization across your tenant portfolio and vendors.

• Search for files across multiple projects instantly.

For Architects and Engineers

• Archived project information becomes a valuable asset in the early stages of a project.

For Construction Managers

• Archived project information becomes a valuable asset in the early stages of a project.

For Contractors

• Archived project information becomes a valuable asset in the early stages of a project.

Frequently Asked Questions

Why is BuildFlow Document ID better than the competition and traditional methods?

It is the people behind the software. Our customer support team is always available to assist.

All of your archived and active documents and files will be reviewed and tagged by document management professionals, not software.

BuildFlow makes it is easy to find what you are looking for.

Who pays and how much does it cost?

The BuildFlow account owner pays for Document ID.

• Archived Projects: Document ID is billed per location for archived documents and files. We survey each location and provide an estimate based on actual quantities.

• Active Projects: Document ID is included in the smart folders of a project so there is no additional cost, except for file storage going forward. Document Management feeds apply.

A BuildFlow account specialist will review your estimated volume to calculate the appropriate unit rates.

How long does it take to scan the archives of a typical building?

It depends on how many documents need to be scanned and processed. The typical turnaround time is three to four months. If you need particular documents immediately we will scan and send the file upon request.

How do you scan documents that are in poor condition?

Depending on the condition of the document we will place it in a clear plastic sleeve for scanning. If the document is in bad condition we will take a digital picture of it.

How are documents prepared and removed for scanning?

We inventory all storage locations including file draws, shelves, etc. Documents are rolled and packaged according to the inventory then placed and sealed in large protective weatherproof bags.

Depending on conditions and future use of storage space we can remove the filing cabinets and store at our facility. Filing cabinets can be disposed of or returned.

What to do with hardcopies after scanning?

We can return the documents in the same condition when they were removed or destroy and dispose of at our facility.