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How Document Control Saves Lives

David Trask, National Business Development Representative for ARC Document Solutions, has seen it over and over—how construction and facilities documents are critical to crisis response. The problem may seem academic until there is a fire or flood, and emergency responders need the correct floor plans, accurate evacuation routes, and listings of hazardous materials in order to save lives. It sounds dramatic, but this information can be lifesaving.

When it comes to effectively responding to an emergency, a document management system (or team) could be the savior of the first responders. Such a system allows immediate access to crucial building information. Trask recently spoke about the advantages of document control in making operations more efficient, reducing risk, lowering insurance rates and more.

ARC: What is Facilities Document Management?

Trask: It’s where ARC Document Solutions comes in, and we take the client’s documents in any format—paper, partially digital, whatever—and link all of the information together in a dashboard. Then the information lives with a building, not in a person. Anything that needs to be linked to that building’s dashboard can be.

ARC: Why does Facilities Document Management matter?

Trask: Typically the building information is spread across multiple locations or out of date and not linked back to the original blueprints. We’re creating a historical record of the inter-linked documents—all of the documents since the building was built. That includes any changes made to the building, plus supporting documents.

ARC: Where is ARC’s strongest growth in this new segment?

Trask: In the facilities management segment, the strongest growth is in health care, retail, municipalities and manufacturing. Any company that has a property can use this service, and we can do it for them.

ARC: How are ARC’s services benefiting companies that own multiple properties?

Trask: I’ve heard from a few of my clients that when you’ve got multiple properties to manage, keeping the documents up to date is a moving target. They don’t have the time to manage that information, so documents don’t get replaced or aren’t filed correctly. When hard copy documents are lent out to a contractor, they may never be returned or even updated with the work that was done.

ARC: Why do you enjoy selling Facilities Document Management as a service companies can benefit from? What makes your company better at this service?

Trask: Because of its long history serving the construction industry, ARC Document Solutions is uniquely qualified to handle document management. We know construction inside and out.

ARC: Why are more firms “seeing the light” regarding document management?

Trask: Because with such a system, facilities managers have remote access to current information on their building. And the information can always be accessed because it lives with the building, not in the mind of some senior manager who will retire someday.

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