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Automated Updating

There is a bit more to do in order to support the Intranet. When a secretary/clerk is doing data entry to a file she opens the Excel file which is located in the network server (not the web server). By design Excel file can not simultaneously be queried by ISAM (Indexed Sequential Access Method) driver when it is opened. The Excel files in the web server are therefore "static" which has to be updated from time to time. This is done by VBScript running on Windows Scripting Host (again free from Microsoft, a tool normally used by network administrator) to perform this automatic updating of the "static" files in the web server from the network server.

This operation is made unattended by Windows Scheduler (or "Scheduled Task" in XP, which is also free) executing a DOS batch file, on daily basis, containing commands to execute the VBScript.Zero Costs, Almost

You will tell by now it's not really zero costs. It'll at least cost someone some time to learn the programming skills such as HTML authoring, ASP, VBScript, SQL, VBA for Excel etc. plus other supporting costs such as clerical time and scanning etc. What you get in return is fast retrieval of information, files, and scanned document in seconds instead of going through hard copy files which may be misplaced, deteriorated, if not properly stored. The costs of properly storing hardcopy files at site, especially for a large engineering project, can not be overlooked. For a project that spans few years I am sure the costs of printing, filing hours, storage containers, air conditioners, electricity, cleaning may easily surpass the cost of a scanner.

What Lies Ahead

You may say by now the little Project described above is not really about Paperless office. You are right. By comparison, this is not even the first mile of a Marathon. The hard fact in life is that I didn't even ask for help from IT department when I first had this dream because the answer would have been "...is this specified in your Contract, was there a budget for it?", if I had asked.

In less than 6 years we have consumed 8,200,000 sheets (A4 equivalent) of paper. We have spent nearly a million dollars on hardcopy drawing printing. The amount of paper used in just one contract may have surprised you. However that is only the tip of an iceberg in actual fact. My client would have used at least double this amount without the system outlined above, not to mention the amount used by Engineer of the Contract for design and administration.

Full Electronic Delivery

I have a dream that is beyond my capability alone to realize. One day the Employer, Engineer, Main Contractor and key subcontractors are required under the Contract to submit only 1 certified hardcopy of everything to a CDDC (Contract Document Distribution Centre). This CDDC shall turn the paper copies (drawings to be submitted as softcopy with 1 hardcopy for archive) into electronic files for transmission to the order of the submitting party. Key contracting parties (Employer, main contractor, nominated subcontractors etc) will subscribe to an Intranet site designed and maintained by the CDDC who will only provide a link of the submission via email to the receiving party who can then browse the Intranet for viewing and downloading. Comments on submissions, annotation on drawings, inspection forms etc can be done by annotation/redlining technique now commonly available for Acrobat, ACAD files (Viewers are free!). Key players in any Contract shall allow a sum (corresponding to contract sum?) payable to the CDDC as subscription. Other minor subcontractors or vendors may subscribe at a fee depending on usage. Other scope which might be considered for the CDDC (become e-CA, electronic Contract Administrator) will be electronic submission/certification of interim application, database for quality control measures such as non-conformances and defects, online Operating Operating Manuals etc.

Sharing of Experience

Any reader who may be interested in launching similar project just for fun may find some of the titles useful. I can be contacted by you dropping comments here for any advice and to share experience with others who may have done similar low cost attempt.

Note I sent to the Editor

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