EXCLUSIVE: New AEC document transfer technologies: save time, speed project cycles, improve project accountability

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DEERFIELD, ILL. — The high altitude prairies east of Denver stretch away as far as the eye can see, with “big sky” vistas that encourage big ideas. In this rural community of horse properties and a quaint downtown, AES Group has quietly made a name for itself as one of Colorado’s fastest growing firms.

As AES Group, Inc. started taking on larger and more complicated government projects, they faced the challenge of m transfering and tracking large-file-size project documents such as CAD drawings, PDF files, and large, high-resolution images among project team members located at two AES Group offices, as well as with project partners from other firms, and clients. They also needed to automate document management and tracking of project files, along with making it easier to quickly find critical project documents. In 2009, AES Group implemented eTransmittal (www.etransmittal.com), a new document transfer technology to help them with these tasks.

eTransmittal is a Web-based document distribution and management tool that simplifies, streamlines, and automates the exchange and tracking of architecture, engineering, and construction documents. This software tool allows AEC firms to quickly, easily, and securely transmit and track the status of large files of any type (CAD drawings, PDFs, large images, MS-Word documents, etc). In addition, eTransmittal has search features that make it easy to find critical project documents, which was important given that AES Group transmitted more than 1,200 documents in one year alone.

Since the file-sharing program was implemented, AES Group is saving time that used to be spent on transferring files manually. “Since we’ve put eTransmittal in place, we don’t have to take the time to set up ftp sites and manually transfer documents, and we can make sure we got the documents to the right people,” said Keough.

Why document transfer technologies came to be
Document transfer technologies such as eTransmittal were developed as an affordable, more functional, and far more secure alternative to transmitting large documents manually (by courier or shipping), by email (which can’t accept large file sizes and has no tracking functions), and by ftp sites (which often are difficult to use, and provide no tracking, and little to no security).

But transferring documents more easily is only half the battle. Automated document tracking, version control, and search functions are just as critical for achieving savings in time and money.

These new technologies typically are Web-based, meaning that the document transfer takes places via a Web site. All that’s needed to use them are an Internet connection and a Web browser. There is no need to install special software or hardware on each user’s computer. eTransmittal specifically works for PCs and Macs and supports Firefox, Internet Explorer, Safari, Chrome, and other browsers.

“eTransmittal solves a very real problem in the AEC arena: the need to quickly, easily, and securely transfer large project files – often among geographically dispersed project team members,” said Justin Culver, president of Burrtech Corp., the developers of eTransmittal.

Document transfer technologies benefit AEC firms

The benefits of document transfer technologies include:

1) SAVE MONEY: Direct savings from reduced shipping and courier fees, as well as eliminating the costs of ftp site usage.

2) IMPROVE REVENUE: Frees up high-level professionals to focus on billable work rather than non-billable administration tasks.

3) SAVE TIME: Far less time is spent on the transmission and tracking of project documents.

4) IMPROVED ACCURACY: Automated version control and version tracking functions ensure that AEC professionals are working on, and finalizing, the correct version of the document.

5) IMPROVED PROJECT ACCOUNTABILITY: Provides a complete audit trail of what documents were sent to whom, and when…as well as updating document status (for example, from “in review” to “approved”).

6) MITIGATES RISK: Mitigates risk and the costs of non-compliance with deadlines tied to monetary penalties by verifying the transmission, receipt, and downloading of documents.

7) INCREASED SECURITY & PROTECTION OF INTELLECTUAL PROPERTY: Protects intellectual property (design work) and business intelligence (pricing information, etc.) with much higher level of security than email or ftp sites during storage and transmission of documents.

8) FIND DATA DESPITE TURNOVER: eTransmittal’s use of document labeling vs. a folder system, coupled with powerful search functions, makes it easy to find old documents and data, even if a key staffer leaves the firm.

9) ECO-FRIENDLY APPROACH: Minimizes paper usage and carbon emissions from physically shipping drawings to another location.

10) MARKETING OPPORTUNITIES: Allows firms to legitimately market themselves as technologically progressive and sustainable.