INDEXIO™ Archival Drawing Management
Space Database offers INDEXIO™ Archival Drawing Management - an indexing system that helps you complete projects faster - saving you time and money. Leasing and property managers know the headache of locating a blueprint from among the rolls and stacks of drawings and electronic files that most buildings generate. By outsourcing the file storage and indexing to Space Database, our clients get secure access to their data from any internet connection - especially valuable in case of emergency such as fire, flood or flu pandemic.
Get the INDEXIO™ advantage:
- Save Time - quick retrieval of drawings and data for building operations, design and construction
- Save Money - eliminate drawing re-performance and reduce consultant billings
- Improve Service - property managers can respond to drawing requests faster and more accurately - knowing the INDEXIO™ system stores the latest version of any drawings on record
- Consolidate Digital and Paper Records - compile and manage all base building and tenant improvement drawings in one secure but highly accessible online system
Implementation Options
You can set up your INDEXIO™ library in two ways. We can provide a full service to you whereby we set everything up or you may choose to do the data entry and uploading yourself.
Full Service Implementation
We've developed and refined an indexing process that allows us to create your online library very cost effectively. In the full service option, we meet with you onsite and determine which drawings and documents you would like to have scanned and uploaded. We then take those documents off site for scanning and promptly return them to you. If you have electronic files, other PDFs, we'll take copies of these as well.
In a full service implementation Space Database collects, consolidates, scans and uploads your files
Once your library is created, we set up as many user accounts as you need and we configure each user's access permissions to give them appropriate control over the data. We provide as much training as you and your users feel they need. There are no limits on the number of users or the amount of help we provide. Everything is included in a low monthly hosting fee.
Do It Yourself Implementation
We've had some clients with tight budget restrictions. They've asked us for a 'do-it-yourself' option. In response, we've developed a way for clients to upload files and enter the relevant data themselves. You can now build your INDEXIO™ library yourself! The only cost is the monthly hosting fee. And just because you set it up yourself, we won't give you any lower level of service.
In a do-it-yourself implementation you and your team can upload your own data
When you sign up for our DIY option, we'll first create building accounts to store your files. Next we set up any numbers of users. We can control exactly what their permissions should be. We then train all of your staff until they feel fully comfortable with the software. After you start uploading files, we check up on your work and verify that everything is going smoothly. We ensure that you and your colleagues are entering data in a way that makes finding content as easy as possible. If ever you have any questions or need additional help, we'll be standing by.
Inbox Submissions
Another way to get drawings into your library is to ask your consultants to submit files. Rather than flooding your inbox with CAD files you can't open, you can now direct your consultants to an 'Inbox'. Their submitted files appear in a special folder, where you can review them, add additional detail and include them in your archive. The INDEXIO™ inbox feature offers a secure method for outsiders to contribute to your library without having to grant them access to any of the library contents.
The INDEXIO™ Inbox allows outside consultants to contribute files
Call Greg Mounsey at 416-516-8920 x.236 or email: gmounsey[at]spacedatabase.com if you would like to discuss pricing for a specific project.
Finding your Data
The INDEXIO™ process ensures that your data will be turned into valuable, usable information quickly. When files are uploaded, pertinent data is recorded in a database. You have two options for retrieving data. First, you can use the tree-view to navigate through the building as through a set of file folders.
The tree-view feature lets you find files by floor and discipline
Alternately, you can use the search tool. Use the drop down menus to search by discipline (ie. Electrical, HVAC), date, floor or suite number. The more information you add, the narrower the search. To get more results, just leave some fields blank.
The search function lets you find files based on flexible criteria
Sharing and Collaborating
Once you've found your drawings, you need to get them to the people that need them. If there are one or two drawings you can email these directly from the system, but if you have a large number, email becomes impractical. We have created a 'Dropbox' tool to facilitate the sharing of large numbers of files.
The INDEXIO™ dropbox feature allows you to share selected files with external contacts
Call Greg Mounsey at 416-516-8920 x.236 or email: gmounsey[at]spacedatabase.com for more information.