For employees to work both efficiently and safely, having access to up-to-date reference materials is a must. As your primary maintenance depository, your Computerized Maintenance Management System (CMMS) is an excellent place to house these materials. Typically reference documents can be found in the Parts, Equipment, Work Order, and PM modules of your software. Within Bigfoot CMMS, the “info” link shown on the work order screen below is a link back to the equipment record:
Once the equipment record is visible, you are placed on the General tab, and are able to select other relevant tabs. It’s a good habit to use the notes field on the general tab to let co-workers know something important is on the docs tab.
Selecting the first item on the Docs tab displays a previously-uploaded PDF file of the equipment’s specifications.
In general, a PDF is a better choice than a Microsoft Word document because it loads more quickly and doesn’t require the presence of Word on the viewing PC.
You can provide quick access to increasingly-important MSDS data. Many manufacturers supply these sheets in PDF format. The Docs tab may also have helpful links directly to a manufacturer’s site on the Internet. Use links, rather than actual documents, when the content is likely to change often.
NEXT WEEK: Get the step-by-step instructions to upload reference materials directly within Bigfoot in Avoiding Maintenance Software Storage Wars, Part II. Part III of this series will give you a sneak preview of what’s ahead for Bigfoot document management. Stay tuned….