Technical drawings, certifications, inspection reports, photos, manuals,… The amount of technical documentation that companies keep about their assets is large and comprehensive. It is important to have all those documents in good order, says Tom van Koeveringe of Gemba partner Vector Eyes. “Especially if you are a Seveso company and must be able to demonstrate that you maintain your installations. That applies to many of our customers.”

Document management in Meridian

Vector Eyes manages and maintains the technical documentation of companies. “We offer them suitable solutions, including Apollo and Accruent Meridian software, and we provide services in the field of document management. This ranges from scanning, drawing work and document control to metadata management to make documents easy to find,” explains Eva van Koeveringe from the family business.

Merging document management and asset management

Document management and asset management are increasingly converging. This is also the case at the Rotterdam tank terminal, one of Vector Eyes’ customers. Tom van Koeveringe: “They had switched to IBM Maximo for their asset management and wanted to make the link to Meridian. On the one hand, to enable the people who carry out inspections from IBM Maximo to easily request technical documents about assets in Meridian. On the other hand, to make all the necessary information for audits easily findable, from one version of the truth.” IBM Maximo itself also offers standard functionality for document management, but Meridian’s possibilities for linking documents, version management and smart searching go a little further.

Automatic link to technical documentation

IBM Maximo is very flexible in integrating with other systems, such as in this case with Meridian. Vector Eyes digitized 200 meters of technical documentation from the tank terminal and provided all digital documents with search keys. These metadata tags automatically link the documents to assets in IBM Maximo. “As a user, you can directly request all linked documents in Meridian from an asset or work order in the asset management system. Gemba developed a link in IBM Maximo for this. By clicking a button, you establish the relationship to the associated technical documentation and you will see it on your screen,” explains Eva van Koeveringe.

Link suitable for any company with assets