Document centre

Put Every Facility Document Where Operations Can Find It

Documents linked to the buildings and assets they describe, reachable from the work order that needs them — including on a phone in a plant room.

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The business problem

Documentation exists, but not where work happens

Operating manuals sit in a shared drive folder structure that only one person understands. Statutory certificates are filed by date rather than by asset. Service reports arrive as email attachments. When a technician needs a wiring diagram at 2am, the practical answer is to guess or wait until morning.

Documents organised by folder, not by assetCertificate expiry tracked in a separate spreadsheetService reports held in email rather than the recordNo version control on drawings that have been revised

The IntelliGrid approach

Documents attached to assets and buildings

Every document is linked to the asset, system or building it belongs to, with categories, tags, version history and permission control. A technician scanning an asset QR code sees the current manual and last service report immediately, and uploaded evidence returns to the same record.

Asset- and building-level document linkingVersion history with the current revision made explicitExpiry reminders on certificates and warrantiesPermission control and download logging

Capabilities

Document capabilities

Document categories

Operating manuals, drawings, BIM files, inspection records, warranties, certificates, service reports, contracts, SOPs, emergency procedures and permits.

Version history

Superseded revisions retained for audit while the current version is unambiguous.

Asset linking

A document can be attached to one asset, an asset class or an entire system.

Building linking

Site-wide documents such as emergency procedures held at building level.

Permission control

Visibility and download rights by role, including limited contractor access.

Expiry reminders

Notification ahead of certificate, warranty, permit and contract expiry.

Search and tags

Retrieval by asset, category, tag, building or free text.

Audit logging

Who viewed, downloaded, replaced or removed a document, and when.

Workflow

Documentation in the field

STEP 1

Scan

Technician scans the asset QR code on site.

STEP 2

Open asset

The asset record opens with its linked documents.

STEP 3

View manual

Current operating or service manual is retrieved on the phone.

STEP 4

Perform work

Inspection or repair carried out against the correct procedure.

STEP 5

Upload report

Service report and evidence uploaded back to the same asset record.

Business benefits

Correct procedures available at the point of work Statutory certificates traceable by asset for audit Expiry handled by reminder rather than discovery Contractor access to documents controlled and logged Handover documentation that stays usable after the project team leaves