aMail’s Benefits in the Transition to Digital Document Management

Background

Sweet Projects is a single-source turnkey construction company that delivers business-critical infrastructure for the data, defence and energy sectors. They design and construct exceptional built environments that enable their specialist clients to thrive. With expertise in multi-million-pound projects across the UK, Sweet Projects consistently delivers tailored solutions that meet the unique demands of each sector. 

Challenge 

As a construction company that has been actively implementing the transition from a traditional paper-based document management system to a digital platform using Asite, the company faces challenges in ensuring that all project documents are correctly stored, easily accessible, and compliant with industry standards. 

Implementation 

In August of 2023, SweetProjects introduced the Asite aMail Outlook plug-in to facilitate this transition. Employees across the business have been trained to use the email management tool to save all project-related emails and attachments directly to the relevant Asite workspace and folder, conforming to BIM ISO19650 standards and SweetProjects’ internal project information management protocols. 

“The use of aMail on our projects has acted as a necessary contingency action to store project-related information and records on our project Common Data Environment. While in an ideal world, all users would directly log on to Asite and upload their information, unfortunately in the world we live in, this is not always the case. Full calendars and convincing users with old habits of using paper and email exchanges, this plug-in has aided in bridging the gap in our project records to ensure we maintain a golden thread.” – Suraj, Document Control Manager 

Results 

Since introducing aMail, SweetProjects have seen a number of notable improvements across their business, and plan to expand the roll-out of the tool to their internal teams to drive compliancy and reduce risk across the business. 

• • 	Efficiency Gains The time spent on document management tasks has been reduced by 40%, as employees no longer need to manually transfer emails and attachments.
    	Improved Accuracy Document consistency and accuracy have improved, with all files adhering to the ISO19650 numbering system.
    	Enhanced Collaboration Team members have reported better access to up-to-date information, leading to more efficient collaboration and decision-making.
    	Compliance The company currently achieves full compliance with industry standards for document management.