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Growing North Carolina YMCA Association Reaches New Heights—Takes Construction Documents to the Cloud

Headquartered in Raleigh, North Carolina, the YMCA of the Triangle Area, Inc., is an association of 15 branches and three overnight camps serving seven counties. This past March, a renovation of the corporate office was about to take place. Not a big deal except for one thing—what to do with the more than 1500 pages of construction documents, ranging from blueprints and drawings to change orders and submittals?

They could have been placed in storage temporarily but that would have been expensive. And besides, Tim Carr, Senior VP, Property, Facilities, and Risk Management, was ready to go in a direction he had wanted to pursue for a while.

“This was a perfect time to take our construction records digital,” he explained. “Once we did, we’d have a more convenient way to retrieve them plus it would give us a solid back-up in the event any of the paperwork got damaged or lost.”

All that was needed was for Carr to find a company to scan the documents, get them on a flash drive, and he’d be very happy. Turns out the company found him.

Scanning is Just the Beginning

The ARC Document Solutions office in Raleigh contacted Carr before the renovation got underway. Coincidentally, he was familiar with ARC from a previous place of employment so he had no problem taking the call. The conversation began with him inquiring about some printing work and ended up morphing into coincidence number two: ARC offers an Archiving & Information Management (AIM) solution.

Carr set up an appointment to find out more details. During the meeting, he learned that ARC does more than just scan documents. They feature a cloud-based application devised specifically for the architecture, engineering, and construction industries called PlanWell Collaborate.

With Carr’s curiosity piqued, a demo followed. He was duly impressed with the collaboration application’s myriad functions that take organization and productivity to new heights.

For starters, you’re able to create an indexing system to categorize each project by name and place it in its own folder for immediate access. What’s more, you can share documents in real time with team members who can then view them on their iPad or tablet. This ensures that everyone always has the right information, leading to better overall decision making.

An Upgrade for Down the Road

With a new 60,000-square-foot YMCA being built at present and several more properties in the pipeline, Carr is definitely looking forward to putting PlanWell Collaborate into practice.

“Right now, it’s an excellent internal record retention tool for us,” he said. “Soon, it will be a totally reliable way to share documents with future branch directors and project managers.”

And even though the technology will be making Carr’s job and the job of others he’ll be working with increasingly more efficient—not to mention better for the environment as there will be less printing—it doesn’t mean that there will no longer be hard copies available. They’ll be stored in their very own space in the refurbished YMCA of the Triangle Area, Inc., corporate office.

And that leads to one other coincidence. The name of the corporate office is the Association Resource Center—or ARC.

Challenge: Document storage during a major renovation

Solution: ARC’s Archiving & Information Management (AIM)

Results:

  • Improved productivity

  • Enhanced organization

  • Future-proofed document archiving

 

Learn more about AIM here.

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