WwW.DocuMates.com

Technical Information and Publishing Services

Work Procedures

General Information

When working from our own premises DocuMates provides the necessary computer equipment as well as the various computer programs readily available in the market (special programs, should such be required, would be necessary for the Customer to provide).

DocuMates would also provide the necessary Internet tools (online file folder, email addresses and perhaps also a special website). This will be provided free of charge as long as these Internet Tools are used exclusively for the co-operation between the Customer and DocuMates and to facilitate that DocuMates can work from their own offices.

Other Internet related services, requested and required by the Customer, will be charged at cost.

Remote access file storage

When the freelancers in the DocuMates network work from their own premises this would not be much different from working at the customer’s premises.

To facilitate this way of working, DocuMates will establish an online file folder to be used by DocuMates and by the Customer’s documentation personnel as shown on the illustration below.

 

 

 

 

 

The online file folder, established by DocuMates, shall be used by DocuMates and by the Customer’s documentation personnel only. That is, it is not a common file storage, but a storage designed and used for specific projects only.

Note! If desired, the material stored on the online file folder can be encrypted for increased safety.

Way of working

Working with an “online file folder” would require that the Customer’s documentation personnel upload the information that DocuMates shall work with, and then download the information after having the work completed.

This is not a difficult process, and DocuMates can provide training for the Customer’s personnel, explaining how the process functions and how it is intended to be used.

We could also extend the services provided by DocuMates by having the Customer’s subsupplier send the required information directly to DocuMates without having to go via the Customer’s documentation personnel.

If this service would be desired DocuMates would establish a separate online file folder to be used by subsuppliers to upload their information – which would be easier for them than using an FTP server.

Smaller information packages could also be sent to DocuMates directly via email. All documentation received would be checked (using standard procedures and standard check lists), and then placed where it belong in the documentation structure.

Information about received documentation would be sent to the Customer’s documentation personnel with information about its status (approved/not approved).

It would then also be advisable to establish a website where the status of a project could be shown to all involved – including subsuppliers should they want to check if we have received their documentation, and if it has been approved or not.

Basic information about the document specifications for each project could also be provided on such a “web portal”.

Project “follow-up”

Using an online file folder or a separate web portal makes it easy for the Customer to follow the work progress.

However, the Customer may select other ways of such “follow up” and the simplest form is normally provided by the “Project Time Sheet” that will accompany every invoice sent out.

Normally the hours will be invoiced monthly. Should the Customer, however, require that the invoices, and thus the Project Time Sheet, be sent out weekly this can also be arranged.