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Implementation

  1. In our project - there are no title block specifications - however the contractors are submitting the documents in their respective title block formats - which are consistently followed by them.Will the RDCA Work?
  2. In our project - the drawings & documents are interchanged without any Document Transmittal Notes - will RDCA work? If yes - with what limitations?
  3. In my project - the drawings & documents are exchanged via emails- can RDCA handle that?
  4. In my project - all the documents are to be interchanged via generation of cover-sheets - can RDCA handle that?
  5. In our project - there are no title block specifications - however the contractors are submitting the documents in their respective title block formats - which are consistently followed by them. Will the RDCA Work?
  6. In our project - the drawings & documents are interchanged without any Document Transmittal Notes - will RDCA work? If yes - with what limitations?
  7. In my project - the drawings & documents are exchanged via emails- can RDCA handle that?
  8. In my project - all the documents are to be interchanged via generation of cover-sheets - can RDCA handle that?
  9. In my project - for all incoming transmittals - we have to send the acknowledgement to the dispatching parties - can RDCA do that?
  10. Who should go in for an On-Demand Version?
  11. Who should go in for an On-Premise Version?
  12. Which type of implementation methodology will be best for me?
  13. What organisational hardware & software infrastructure is required for implementation of RDCA?
  14. What are the steps involved in the implementation of RDCA?
  15. How much time does it take for implementation of RDCA?
  16. We currently don’t use any document management and document control software, what do we need to purchase to avail the benefits of RDCA?
  17. We already use the document management system and doesn’t want to change that but are interested in availing the benefits of RDCA. Is it possible?
  18. We only use emails for communication and collaboration in our projects. What changes will happen in our existing business processes once RDCA is implemented?
  19. >How will be the change management process be managed in our existing operations once we decide to go infor the implementation of RDCA?
  20. What challenges are expected if we choose to deploy the product on an existing running project?
  21. How should we decide - if we need to implement RDCA on a new or on a running project or both?
  22. What are the various implementation methodologies that are available for availing RDCA?
  23. What are the various implementation methodologies that are available for availing RDCA?
  24. Who should go in for an On-Demand Version?
  25. Who should go in for an On-Premise Version?
  26. Which type of implementation methodology will be best for me?
  27. What organisational hardware & software infrastructure is required for implementation of RDCA?
  28. What are the steps involved in the implementation of RDCA?
  29. How much time does it take for implementation of RDCA?
  30. We currently don’t use any document management and document control software, what do we need to purchase to avail the benefits of RDCA?
  31. We already use the document management system and doesn’t want to change that but are interested in availing the benefits of RDCA.
    Is it possible?
  32. How will be the change management process be managed in our existing operations once we decide to go infor the implementation of RDCA?
  33. What challenges are expected if we choose to deploy the product on an existing running project?
  34. How should we decide - if we need to implement RDCA on a new or on a running project or both?
  35. What training is required to administer RDCA?
1. In our project - there are no title block specifications - however the contractors are submitting the documents in their respective title block formats - which are consistently followed by them.Will the RDCA Work?
As long as the information is coming along in a format that is repeatable and consistent, you can train your RoBOTic Document Control Assistant to process the information
The training aspect associated with the RoBOTic Document Control Assistant is essentially telling (configuring) the patterns associated with the title block / coversheets for it to understand and process.

2. In our project - the drawings & documents are interchanged without any Document Transmittal Notes - will RDCA work? If yes - with what limitations?
If in your project, the drawings & documents are interchanged without any format letter of transmittal, the RoBOTic Document Control Assistant will still be able to process your transactions.
It will however, give a unique reference number to the transactions generated by it in the acknowledgement notes that is sent to the agency that had sent the email to it.
In certain situation, where the documents are submitted for information, or for reference, or for fabrication - we may not be able to delineate the correct objective of the file being sent to the agency in absence of letter of transmittals and in these cases - the RDCA - can be incorrect and hence, we strongly recommend to follow the industry standard practices of creating Document Transmittal Notes.

3. In my project - the drawings & documents are exchanged via emails- can RDCA handle that?
One of the most widely used methods for the interchange of information in the projects industry is via emails with deliverables as attachments.RoBOTic Document Control Assistant can fetch the emails from the corresponding email boxes and can commence the processing of the emails received automatically.
The RoBOTic Document Control Assistant also keep the track of the all emails that were successfully processed and for the emails - in which it needs assistance - automatically flags / emails the said records to his master - human document controller.

4. In my project - all the documents are to be interchanged via generation of cover-sheets - can RDCA handle that?
Yes - the RDCA can automatically create the cover-sheets in the formats as are required in the project and process them
An Example of the coversheet is as here. While processing the document along with the coversheet, it can also renumber the pages before sending the same to the client’s/EPCM’s for approval to ensure that your deliverable looks perfect.

In my project - for all incoming transmittals - we have to send the acknowledgement to the dispatching parties - can RDCA do that?
Implementation FAQs RDCA
5. In our project - there are no title block specifications - however the contractors are submitting the documents in their respective title block formats - which are consistently followed by them. Will the RDCA Work?
As long as the information is coming along in a format that is repeatable and consistent, you can train your RoBOTic Document Control Assistant to process the information.
The training aspect associated with the RoBOTic Document Control Assistant is essentially telling (configuring) the patterns associated with the title block / coversheets for it to understand and process.

6. In our project - the drawings & documents are interchanged without any Document Transmittal Notes - will RDCA work? If yes - with what limitations?
If in your project, the drawings & documents are interchanged without any format letter of transmittal, the RoBOTic Document Control Assistant will still be able to process your transactions.
It will however, give a unique reference number to the transactions generated by it in the acknowledgement notes that is sent to the agency that had sent the email to it.
In certain situation, where the documents are submitted for information, or for reference, or for fabrication - we may not be able to delineate the correct objective of the file being sent to the agency in absence of letter of transmittals and in these cases - the RDCA - can be incorrect and hence, we strongly recommend to follow the industry standard practices of creating Document Transmittal Notes.

7. In my project - the drawings & documents are exchanged via emails- can RDCA handle that?
One of the most widely used methods for the interchange of information in the projects industry is via emails with deliverables as attachments
RoBOTic Document Control Assistant can fetch the emails from the corresponding email boxes and can commence the processing of the emails received automatically.
The RoBOTic Document Control Assistant also keep the track of the all emails that were successfully processed and for the emails - in which it needs assistance - automatically flags / emails the said records to his master - human document controller.

8. In my project - all the documents are to be interchanged via generation of cover-sheets - can RDCA handle that?
Yes - the RDCA can automatically create the cover-sheets in the formats as are required in the project and process them
An Example of the coversheet is as here
While processing the document along with the coversheet, it can also renumber the pages before sending the same to the client’s/EPCM’s for approval to ensure that your deliverable looks perfect.

9. In my project - for all incoming transmittals - we have to send the acknowledgement to the dispatching parties - can RDCA do that?
Yes - once the attachments & files have been successfully processed, the RDCA can send the email notifications along with the acknowledgement notes.
The acknowledgement notes can be the document transmittal note of the other party with stamps put onto the same and/or digitally signed.
The entire above process can take place without any intervention from the human document controller.What are the various implementation methodologies that are available for availing RDCA? The RDCA is available in both On-Demand and On-Premise Versions.
  • wants to be up and running in the shortest possible time
  •  is currently undecided about the performance of the RDCA & would be interested in evaluating the product on a pilot basis
  • doesn’t want to spend upfront on the infrastructure that is required for running the RDCA till the benefits are established
  • that is currently not using any formal document control software with which the RDCA needs to be integrated

In the above circumstances - you should definitely be going for an on-demand instance of RDCA. The on-demand instances of RDCA are hosted on world class infrastructure by Amazon Elastic Cloud Computing.

11. Who should go in for an On-Premise Version?
If you are a firm that
  • wants to have your data always available in your network due to various reasons
  • Uses currently an on-premise document control software as enterprise-standard for controlling documents and finally wants your complete data to be residing in the same to minimise the change management costs.The above will involve the integration of the RDCA with the existing enterprise-wide document control applications
  • already has established infrastructure - including datacenters/servers and associated capacities required for managing an enterprise-class applications
  • If you a firm - thats says yes to any one of the conditions above - then you must consider deploying the RDCA into your existing landscape of applications. Under the above - the RDCA will enhance the productivity of your document control department without necessitating the change management / data migration etc that is required for enterprise-wide applications

12. Which type of implementation methodology will be best for me?
Please have a look at the question above.The decision to go in for any of the above is NOT mathematical alone and taking into account the scenario in which you are - you will have to select the suitable method for you.
13. What organisational hardware & software infrastructure is required for implementation of RDCA?
Hardware Requirements - 1 -- RDCA is computationally quite intensive and it is recommended that you run the same of a server which is atleast 32 GB RAM & atleast 2 eight-core each processors - 64 bit
Software Requirements - No special software requirements- the machine you may have should support either Linux or Windows Server operating systems.
14. What are the steps involved in the implementation of RDCA?
RDCA is not an intelligent software having self-learning capabilities
It performs the instructions - as are programmed into the same.For RDCA to work, the following is expected: 
  • Is it expected that there will be some type of document numbering standards applicable
  • There are standard title blocks - or atleast the party from whom you are getting the documents is following them consistently - same title block configuration for similar type of paper sizes
  • The decision stamps that are put on to the documents - have a pattern
  • The document transmittal notes - if used in the project - should also consistently follow patterns

If the above inputs are applicable to your project - RDCA will work well in your project. Some of the things when the accuracy of RDCA is not acceptable - include the following scenario: 

  • There is a lot of handwritten text - at the places where say attributes as document number are expected
  • For decision stamps - there are multiple decisions that has been given or some decision were initially given and then were struck-off’ed

For deploying the RDCA to work on your project standards - normally - it will take between 2-3 weeks.
tBits team will work in close collaboration with the document controllers so that they define the standards related to the quality checks etc as per their requirements and proceed with the testing of the application - which is configured as per their requirements.
If there is an import of historical data also involved- then the time required may increase.


15. How much time does it take for implementation of RDCA?
For a new project - if all the inputs required for the configuration are available - the overall time frame for the deployment of RDCA - incase the deployment is being done for the first time - will be about 2-3 weeks. Subsequent deployments can be within 1 week.

16. We currently don’t use any document management and document control software, what do we need to purchase to avail the benefits of RDCA?
No - you don’t need to purchase anything - except for the hardware - incase you want to opt for the on-premise version - for deployment of RDCA.
tBits CollabWrite - which is closely integrated with the RDCA - is a state-of-the-art document control software which is used by thousands of users every day to manage their projects. If you don’t have any document management software in your firm - the best for you would be to commence using the tBits CollabWrite for managing your documents.
For more information about the tBits CollabWrite, please visit the following link:
17. We already use the document management system and doesn’t want to change that but are interested in availing the benefits of RDCA
Is it possible?
Yes - you too can benefit from using the RDCA which can get integrated with your enterprise-wide application being used by you for document management.
Under such a scenario - you can get the benefits of having the RDCA without having an overhead of change management, training etc..
The downside is that RDCA will have to be integrated with your currently used enterprise-wide application so that RDCA, when it successfully processes the incoming data as emails - can push this data into your enterprise-wide application.
As most enterprise-wide applications are custom-made for the respective clients - the effort involved in the transfer of information etc from RDCA to your application can vary and exact estimate of the effort can be made once you speak to our tBits Consultant.
Call here to get connected
18. We only use emails for communication and collaboration in our projects? What changes will happen in our existing business processes once RDCA is implemented
No Change
Your project partners will continue to send the emails to the project email box or the designated email box. The emails that come to specified ID, will be processed by the RDCA and it will update your internal databases after all the quality checks are passed.
If there are any errors in the received documents / drawings - the respective errors will be first communicated to the human document controller - who coordinate with the respective project partners to get the correct information.

19. How will be the change management process be managed in our existing operations once we decide to go infor the implementation of RDCA?
Deployment of the RDCA is a deployment of the enterprise-wide product
Depending upon the scope of the implementation - there is a possibility that RDCA will only impact the current method of working of the document controllers.
The document controllers will have to be given the training in using the RDCA and handling the documents/drawings - that were not successfully processed by RDCA.
As the number of people who are to be trained in using the application are very small close group of document controllers - the change management required for RDCA implementation is very small.
Can RDCA be implemented on an on-going project in which we have already interchanged thousands of documents
Yes - RDCA can be deployed on an on-going project in which there may be thousands of documents that has been interchanged.
The only limitation in such projects will be that there are a set of rules in RDCA - that also check the submission as against the previous submissions available in the system to prevent re-submission of the same documents that were earlier also commented by your organisation.
If we have to use those features - then we will have to import the historical documents.
This can potentially increase the time for implementing the RDCA.
The expected time increase is a function of how the historical documents are managed and from where they can be imported.

20. What challenges are expected if we choose to deploy the product on an existing running project?
The only challenge in deploying the RDCA on Projects with significant historical data will be that there are a set of rules in RDCA - that also check the submission as against the previous submissions available in the system to prevent re-submission of the same documents that were earlier also commented by your organisation.
If we have to use those rules in the project - then we will have to import the historical documents
This can potentially increase the time for implementing the RDCA
The expected time increase is a function of how the historical documents are managed and from where they can be imported

21. How should we decide - if we need to implement RDCA on a new or on a running project or both?
The above decision can be easily taken on the basis of the costs involved and value derived from the implementation of RDCA.
Your costs associated with the import of historical data will be as follows: 1 Effort involved in programmatically importing & validating the imported documents
This effort can be quite large if we are using network drives & excel sheets for tracking the documents
If however - we are using some type of EDMS - then records can be available in structured format in the database - reducing the effort involved in validating the documents
You will have to determine the investment required and benefits dervied before you take the decision.
You can contact our consultant now to discuss further.
Click here
Normally - from our experience - clients prefer to start with a clean slate i.e. from a new project .
Our standards as applicable from project to project vary - what is the work that needs to be done when we move from one project to another in implementing RDCA on the new project.
All projects vary in their execution structure and standards applicable.
RDCA can cater to all such variations and these are already planned for.
All you need to do is configure the project complying with the standards as applicable to the project.
As long as the deliverables are complying to the standards as set in the RDCA, the RDCA will evaluate the deliverables as per applicable standards and perform the transactions.
Further - no programming is required as you move from one project to another for reconfiguring the RDCA - so a trained document controller in your organisation can become the RDCA administrator - provided he takes up the RDCA admin course.
Further - our team of dedicated professionals is also locally available to assist you as and when you need them.
Click here to contact us
22. What training is required to administer RDCA?
RDCA is a technologically involved piece of software that derives a lot from advances happening in the fields of computer vision, image processing, pattern recognition and artificial intelligence & decision making.
Most of the configurable inputs that are given to the RDCA, are defined using the Regular Expressions.
An administrator of the RDCA is expected to know Regular Expressions throughly [http://en.wikipedia.org/wiki/Regular_expression , http://markantoniou.blogspot.in/2008/06/notepad-how-to-use-regular-expre... Further some basic knowledge of SQL & MS Excel can drastically increase your productivity while dealing with the (re)configuration part of the RDCA.
Yes - once the attachments & files have been successfully processed, the RDCA can send the email notifications along with the acknowledgement notes.
The acknowledgement notes can be the document transmittal note of the other party with stamps put onto the same and/or digitally signed.
The entire above process can take place without any intervention from the human document controller.

23. What are the various implementation methodologies that are available for availing RDCA?
The RDCA is available in both On-Demand and On-Premise Versions.

24. Who should go in for an On-Demand Version?
If you are a firm that 
  •  wants to be up and running in the shortest possible time
  • is currently undecided about the performance of the RDCA & would be interested in evaluating the product on a pilot basis
  • doesn’t want to spend upfront on the infrastructure that is required for running the RDCA till the benefits are established
  • that is currently not using any formal document control software with which the RDCA needs to be integrated

In the above circumstances - you should definitely be going for an on-demand instance of RDCA.
The on-demand instances of RDCA are hosted on world class infrastructure by Amazon Elastic Cloud Computing.


25. Who should go in for an On-Premise Version?
If you are a firm that 
  •  wants to have your data always available in your network due to various reasons.
  • Uses currently an on-premise document control software as enterprise-standard for controlling documents and finally wants your complete data to be residing in the same to minimise the change management costs.

The above will involve the integration of the RDCA with the existing enterprise-wide document control applications

  • already has established infrastructure - including datacenters/servers and associated capacities required for managing an enterprise-class applications.

If you a firm - thats says yes to any one of the conditions above - then you must consider deploying the RDCA into your existing landscape of applications.
Under the above - the RDCA will enhance the productivity of your document control department without necessitating the change management / data migration etc that is required for enterprise-wide applications.


26. Which type of implementation methodology will be best for me?
Please have a look at the question above.
The decision to go in for any of the above is NOT mathematical alone and taking into account the scenario in which you are - you will have to select the suitable method for you.

27. What organisational hardware & software infrastructure is required for implementation of RDCA?
Hardware Requirements - 1
RDCA is computationally quite intensive and it is recommended that you run the same of a server which is atleast 32 GB RAM & atleast 2 eight-core each processors - 64 bit.
Software Requirements - No special software requirements- the machine you may have should support either Linux or Windows Server operating systems.

28. What are the steps involved in the implementation of RDCA?
RDCA is not an intelligent software having self-learning capabilities.
It performs the instructions - as are programmed into the same.
For RDCA to work, the following is expected: 
  • Is it expected that there will be some type of document numbering standards applicable.
  • There are standard title blocks - or atleast the party from whom you are getting the documents is following them consistently - same title block configuration for similar type of paper sizes.
  • The decision stamps that are put on to the documents - have a pattern.
  • The document transmittal notes - if used in the project - should also consistently follow patterns.

If the above inputs are applicable to your project - RDCA will work well in your project.

Some of the things when the accuracy of RDCA is not acceptable - include the following scenario:

  • There is a lot of handwritten text - at the places where say attributes as document number are expected.
  • For decision stamps - there are multiple decisions that has been given or some decision were initially given and then were struck-off’ed

For deploying the RDCA to work on your project standards - normally - it will take between 2-3 weeks.
tBits team will work in close collaboration with the document controllers so that they define the standards related to the quality checks etc as per their requirements and proceed with the testing of the application - which is configured as per their requirements.
If there is an import of historical data also involved- then the time required may increase.


29. How much time does it take for implementation of RDCA?
For a new project - if all the inputs required for the configuration are available - the overall time frame for the deployment of RDCA - incase the deployment is being done for the first time - will be about 2-3 weeks.
Subsequent deployments can be within 1 week.

30. We currently don’t use any document management and document control software, what do we need to purchase to avail the benefits of RDCA?
No - you don’t need to purchase anything - except for the hardware - incase you want to opt for the on-premise version - for deployment of RDCA.
tBits CollabWrite - which is closely integrated with the RDCA - is a state-of-the-art document control software which is used by thousands of users every day to manage their projects.
If you don’t have any document management software in your firm - the best for you would be to commence using the tBits CollabWrite for managing your documents.
For more information about the tBits CollabWrite, please visit the following link:
31. We already use the document management system and doesn’t want to change that but are interested in availing the benefits of RDCA.
Is it possible?
Yes - you too can benefit from using the RDCA which can get integrated with your enterprise-wide application being used by you for document management.
Under such a scenario - you can get the benefits of having the RDCA without having an overhead of change management, training etc.
The downside is that RDCA will have to be integrated with your currently used enterprise-wide application so that RDCA, when it successfully processes the incoming data as emails - can push this data into your enterprise-wide application.
As most enterprise-wide applications are custom-made for the respective clients - the effort involved in the transfer of information etc from RDCA to your application can vary and exact estimate of the effort can be made once you speak to our tBits Consultant.
Call here to get connected

We only use emails for communication and collaboration in our projects? What changes will happen in our existing business processes once RDCA is implemented.
No Change
Your project partners will continue to send the emails to the project email box or the designated email box.
The emails that come to specified ID, will be processed by the RDCA and it will update your internal databases after all the quality checks are passed.
If there are any errors in the received documents / drawings - the respective errors will be first communicated to the human document controller - who coordinate with the respective project partners to get the correct information.


32. How will be the change management process be managed in our existing operations once we decide to go infor the implementation of RDCA?
Deployment of the RDCA is a deployment of the enterprise-wide product
Depending upon the scope of the implementation - there is a possibility that RDCA will only impact the current method of working of the document controllers.
The document controllers will have to be given the training in using the RDCA and handling the documents/drawings - that were not successfully processed by RDCA.
As the number of people who are to be trained in using the application are very small close group of document controllers - the change management required for RDCA implementation is very small.
Can RDCA be implemented on an on-going project in which we have already interchanged thousands of documents.
Yes - RDCA can be deployed on an on-going project in which there may be thousands of documents that has been interchanged.
The only limitation in such projects will be that there are a set of rules in RDCA - that also check the submission as against the previous submissions available in the system to prevent re-submission of the same documents that were earlier also commented by your organisation.
If we have to use those features - then we will have to import the historical documents.
This can potentially increase the time for implementing the RDCA.
The expected time increase is a function of how the historical documents are managed and from where they can be imported.

33. What challenges are expected if we choose to deploy the product on an existing running project?
The only challenge in deploying the RDCA on Projects with significant historical data will be that there are a set of rules in RDCA - that also check the submission as against the previous submissions available in the system to prevent re-submission of the same documents that were earlier also commented by your organisation.
If we have to use those rules in the project - then we will have to import the historical documents.
This can potentially increase the time for implementing the RDCA.
The expected time increase is a function of how the historical documents are managed and from where they can be imported.

34. How should we decide - if we need to implement RDCA on a new or on a running project or both?
The above decision can be easily taken on the basis of the costs involved and value derived from the implementation of RDCA.
Your costs associated with the import of historical data will be as follows: 1 Effort involved in programmatically importing & validating the imported documents.
This effort can be quite large if we are using network drives & excel sheets for tracking the documents.
If however - we are using some type of EDMS - then records can be available in structured format in the database - reducing the effort involved in validating the documents.
You will have to determine the investment required and benefits dervied before you take the decision.
You can contact our consultant now to discuss further.
Click here
Normally - from our experience - clients prefer to start with a clean slate - i.e .from a new project.
Our standards as applicable from project to project vary - what is the work that needs to be done when we move from one project to another in implementing RDCA on the new project.
All projects vary in their execution structure and standards applicable.
RDCA can cater to all such variations and these are already planned for
All you need to do is configure the project complying with the standards as applicable to the project.
As long as the deliverables are complying to the standards as set in the RDCA, the RDCA will evaluate the deliverables as per applicable standards and perform the transactions.
Further - no programming is required as you move from one project to another for reconfiguring the RDCA - so a trained document controller in your organisation can become the RDCA administrator - provided he takes up the RDCA admin course.
Further - our team of dedicated professionals is also locally available to assist you as and when you need them.
Click here to contact us
35. What training is required to administer RDCA?
RDCA is a technologically involved piece of software that derives a lot from advances happening in the fields of computer vision, image processing, pattern recognition and artificial intelligence & decision making.
Most of the configurable inputs that are given to the RDCA, are defined using the Regular Expressions.
An administrator of the RDCA is expected to know Regular Expressions throughly [http://en.wikipedia.org/wiki/Regular_expression, http://markantoniou.blogspot.in/2008/06/notepad-how-to-use-regular-expre... Further some basic knowledge of SQL & MS Excel can drastically increase your productivity while dealing with the (re)configuration part of the RDCA.