Document Control Support for Museums

Purpose of the project

The goal of this project was to assist a museum in migrating its existing documentation from one document management system to BIMCollab, thereby ensuring a smooth transition to the new system.

Ditio's Expertise

This process began with manually reviewing more than 60 years of the museum’s construction documentation and recording the available metadata in an MDR. This formed the basis for a bulk import into BIMCollab via Excel. In addition, Ditio set up the environment for ongoing document management, including workflows, user permissions, and the configuration required for the upcoming renovation project.

In this project, our role extends beyond just the initial migration. Ditio supports the museum throughout the entire transition and remains involved in the project’s progress. We monitor incoming documentation, manage the BIMCollab environment, and adjust workflows as needed.

Ditio also serves as the point of contact for all parties involved regarding questions about the document management process. By combining technical system knowledge with practical experience in document management, we ensure that information is managed consistently throughout the various project phases.

Challenges and solutions

One of the first challenges was dealing with the age and volume of the museum’s documentation. A significant portion of the older documents had been created long before current metadata standards were established. As a result, information such as dates and version or revision numbers was not always available or complete. In addition, some of the documentation was written in different languages.

To prevent inconsistencies resulting from this incomplete information, Ditio wanted to establish a clear baseline for handling the relevant documentation. These guidelines were developed in close consultation with the museum. This ensured a consistent approach and shared expectations.

Another challenge was identifying the capabilities and limitations of BIMCollab. Although the platform has its own AI features and user manuals, some specific issues that arose during implementation required a more nuanced approach. By applying various problem-solving methods and testing different solutions, Ditio was able to develop practical alternative workflows where necessary.

Results

Ditio successfully set up the museum’s BIMCollab environment and migrated the existing documentation in preparation for the renovation. The historical documents were organized and prepared for a bulk import, while the new environment was configured with appropriate workflows and permissions for processing current and future documentation.

We continue to monitor incoming documentation, support the parties involved, and manage the BIMCollab environment throughout the various project phases. In addition, we closely follow software developments. By staying up to date on these developments, we can further optimize the environment and resolve issues as soon as new features become available.

What did we learn in this project?

This project has highlighted the importance of establishing clear standards when working with large volumes of documentation. A structured approach to metadata, combined with close communication with the client, provides a solid foundation for successful document management.