CMMS Tech Tip: Streamline Document Storage & Management

 

Challenge: Overcoming Document Storage Hurdles in Maintenance

Maintenance operations often grapple with the challenges of traditional paper-based document storage. In a field where quick access to information is critical, relying on physical documents poses several hurdles. Field technicians may face difficulties retrieving essential documents promptly, hindering the swift resolution of issues. Moreover, when multiple team members require access simultaneously, paper-based systems become impractical, leading to operational bottlenecks. Ensuring that the latest version of a document is being utilized also becomes a concern, introducing the risk of outdated information affecting maintenance procedures. The spatial demands of storing paper documents further compound these challenges, necessitating a more streamlined and efficient solution for maintenance documentation.


Solution: Streamlining Maintenance Document Management with Mainsaver


Mainsaver’s Digital Repository:

To address the challenges of traditional document storage, Mainsaver provides a comprehensive digital solution. The normal use of Mainsaver allows easy attachment, viewing, and printing of documents related to assets, work orders, and preventive maintenance (PM) tasks. The platform encourages users to store documents in a central repository, facilitating a multi-layered and organized structure.

Anywhere, Anytime Access:

Mainsaver’s online document storage ensures documents are accessible anywhere, anytime. Field technicians can retrieve crucial information promptly, enhancing the responsiveness of maintenance operations. The online platform breaks down geographical barriers, allowing teams to access documents on-site, in the field, or wherever their operational needs take them.

Collaborative Efficiency:

Collaboration is streamlined through Mainsaver’s solution, addressing the challenge of multiple team members needing access simultaneously. With a digital platform, real-time collaboration becomes seamless, fostering efficiency in maintenance tasks. Whether it’s asset details, work orders, or preventive maintenance plans, the entire team can access the required information concurrently.

Version Control and Accuracy:

Mainsaver’s online document storage eliminates the risk of using outdated information. The system ensures version control, guaranteeing that the latest documents are readily available. This not only enhances the accuracy of maintenance procedures but also mitigates the potential risks associated with outdated or incorrect information.

Spatial Optimization:

Say goodbye to cabinets full of maintenance notebooks. Mainsaver’s solution optimizes space by providing a digital repository. Maintenance teams no longer need to allocate physical storage for extensive document archives, leading to a more organized and clutter-free work environment.

Methodology

Documents are normally recommended to be located in a central document repository. While they can be located on any customer-accessible server, for customers hosted on the Mainsaver Cloud, document storage is readily available on Mainsaver-hosted servers. Not only does this service provide easy, convenient storage of documents, but storing on the Mainsaver servers eliminates potential printing issues that can sometimes be experienced when printing attached documents.

When hosted document storage is used, Mainsaver provides a convenient web-based interface where a multi-layer, organized document repository can be built by the customer. Documents are then easily uploaded and stored by the end user and can be accessed by the Mainsaver application during operation.

 

Document storage tech tip. Mainsaver VShell screen shows folders with manuals, asset photos and other documents

 

Conclusion

In embracing Mainsaver’s CMMS solution, maintenance operations can seamlessly transition from the challenges of traditional document storage to an efficient, digitally-driven approach that enhances accessibility, collaboration, accuracy, and spatial optimization.

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.