07. & 08. Document Management

Overview 

These companion modules provide secure and reliable storage for all project documentation, eliminating the need for physical filing systems while ensuring appropriate access to documents based on user roles and requirements.

Documents Module (Module 6) 

Purpose: Centralized repository for project-level documentation requiring controlled access

• Commercial agreements and contracts
• Legal framework documents
• Project certificates
• Quality management documentation
• Corporate correspondence
• Project specifications
• Classification society documentation

Access Control:

• Restricted to authorized personnel
• Configurable user permissions
• Administrative oversight required
• Audit trail of document access

Final Drawings Module (Module 7) 

Purpose: Comprehensive storage for vessel-specific technical documentation

• As-built drawings
• Equipment documentation
• Vessel certificates
• Maintenance manuals
• System documentation
• Installation records
• Test reports

Access Control:

• Broader access for operational teams
• Hull-specific permissions
• Simplified sharing with vessel crews
• Maintenance team accessibility

Shared Features

1. Document Organization
   • Clean & scalable interface
   • Hierarchical folder structure
   • Advanced search capabilities
   • Quick document retrieval
   • Custom metadata fields
2. Dynamic Tagging
   • Multi-level categorization
   • Custom tag hierarchies
   • Automated tag suggestions
   • Cross-reference capabilities
   • Standardized naming conventions
3. Version Control
   • Comprehensive revision tracking
   • Change history documentation
   • Version comparison tools
   • Automated supersession
   • Related document linking

Best Practices

• Documents Module
  • Maintain strict access control lists
  • Regular permission audits
  • Clear document classification
  • Controlled sharing protocols
  • Version tracking enforcement
• Final Drawings Module
  • Organized by vessel/hull number
  • Consistent folder structures
  • Clear naming conventions
  • Regular metadata updates
  • Systematic tagging approach

Integration Features

• Cross-module search capabilities
• Unified metadata standards
• Shared tagging system
• Consistent user interface
• Automated cross-referencing

Remember: While these modules share similar features, their separation serves distinct purposes:

• The Documents module maintains security for sensitive project documentation
• The Final Drawings module ensures operational teams have ready access to vessel-specific technical information
• Success with both modules relies on consistent use of organization tools and regular maintenance of document metadata