Gaining interoperability in reprographics industry

The reprographics industry has always based business around the fabrication of a paper product. With the insurgence of the "digital age" reprographers have learned that the key to a thriving business is not necessarily a paper print. It is no longer necessary for clients to allocate space for paper files and order copies and deliveries of plans since this information can be stored in electronic files, sent electronically and distributed on CDs and DVDs. Reprographers have adapted to this digital reality. Specialized document management softwares have brought reprographics to a new level. Offering an online server storage facility for the maintenance of documents of any size and any category, documents are available at a moment's notice to anyone who has been given a password. Administrators are able to keep track of who has viewed and ordered prints and how often this has occurred. But this document management service leaves room for expansion. Along with offering a centralized system that maintains and provides access to construction blueprint plans, the reprographer may offer a service that captures all documents and information that are part of a construction project. Stakeholders, such as architects, owners, contractors, and engineers, can use a system in which they are able to not just share their blueprint drawings, but also retrieve, post, and make updates to addendums, RFIs, bid process, etc. This essentially creates a "Virtual Plan-Clerk." Centralizing the storage of stakeholder files streamlines the distribution of information. It speeds-up processes and communication between the various players and ensures that everyone is working from the most current documents. For example, when a new document, such as an addendum, is uploaded or changes are made to a posted file - email alerts are sent to team members informing them of the changes. The most current files as well as older records are instantaneously and easily identified by everyone involved. The reprographer's current role as a document manager, that makes it easier to order prints as well as to distribute and archive plans, is already saving the construction team in printing and delivery costs. It makes sense, however, that all documents required by a project are accessible through one system. For the reprographer who is challenged, due to his traditional means of revenue - printing wide-formats - being much less in demand, the management of construction documents present new opportunities for his industry, while for the numerous participants on a construction team they can become better organized and more efficient through this "virtual plan-clerk" service. With the fast pace of the construction industry, Architects, Engineers, Developers, and Contractors look for a way to manage and distribute documents, solicit bids, view drawings, make comments and mark-ups; essentially centralizing and organizing the significant flood of information during a project. All parties involved can communicate and make changes through one system that can be linked to the reprographer who still can provide prints when it's necessary to work-off of wide-formats. The reprographer's traditional, vital role in the construction industry is expanding with the introduction of digital management as well as a digital product. The development of a "virtual plan-clerk" makes reprographers even more necessary in business whether it be providing plans and updates throughout the stages of a construction project or containing, centralizing, and maintaining a filing system—or a combination of both. It is a role and service that provides the most efficient possible way for everyone to collaborate. Marissa Hajtler is director of business development and Ben Villanti is business development manager for AllPro Reprographics, New York, N.Y.