The development process generates enormous quantities of valuable documentation in both written and graphical form. This documentation continues to grow as the development is occupied and becomes operational.

The nature of our business requires organising this documentation in a manner that is secure and accessible for many years to come. Cambridge Management Services has employed two systems for the archiving of documentation:

• Document Management, an electronic Filing Cabinet. Documentation is scanned then indexed in a database. Retrieval of the documentation is via a search and view application.
• Graphical information in the form of plans both design and as-constructed prove invaluable in future years. The computerized plan inventory system allows us to store scanned plans, photos and CAD files with detailed database records so they may be identified and used in future years.

Advantages of computerised archiving systems over traditional paper based storage include:

• A single copy of any document is maintained, even if it is visible in a number of files (indexes).
• Your privacy is assured through Username / Password protection of individual documents.
• The security of documentation is assured through multiple backup strategies including daily off-site storage.
• Documents experience no effects of degradation once they are entered into the system
• Documents may be duplicated and distributed simply and quickly.