The purpose of this paper is to share the experience of the document discovery process, during the implementation of an asset management system for a rail company. This system will deliver comprehensive enterprise asset management information from a single source, with information provided to mobile devices, for use by field workers. This case study presents the challenges encountered in the search, retrieval and management of documentation for use on a daily basis for civil standard maintenance tasks.
Evidence gathered for this paper was a result of direct and participant observation over a period of 18 months from 2014 to 2016. As a member of the project team, certain privileges were accorded to the researcher who was placed in a unique position to act as the main research instrument, able to collect data on the systems used as well as the everyday practices on information capture and document production.
Document quality and standards can be overlooked or deemed as not crucial; the value, significance and importance of documentation are lost when no one takes ownership; the understanding and application of standards, quality management and governance can have a direct bearing on the effective management and control of documents and subsequent records produced.
Research is limited, as this is a single case study.
By highlighting the challenges faced and the resolutions used, this paper hopes to offer a level of practical guidance with the detection process for maintenance tasks for the civil assets discipline for a rail network.
This case study contributes to the understanding of quality management and the role it plays in document management and in turn the search and retrieval process. It provides evidence that documents must be systematically managed and controlled to limit risk both internally and externally.
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