Standardisation and control of documentary practices

IMEC’s SEVESO site in Leuven has seen its technical projects and infrastructure grow rapidly. With this expansion in mind, the team managing maintenance and expansion wanted to standardise and optimise technical document management for greater efficiency.

IMEC (Interuniversity Microelectronics Centre) is an international research and development organisation headquartered in Leuven, Belgium. Founded in 1984, the company specialises in nanoelectronics and digital technologies. The FAIN (FAcility and INfrastructure) department forms the backbone of cutting-edge research by developing and maintaining world-class technical facilities to serve the research community.

Objectives

Since 2020, the number of projects has been steadily growing, and the scope of technical infrastructure at the Leuven site, which is SEVESO-classified, has grown accordingly. A team of around fifty people is responsible for maintaining the facilities and carrying out expansion projects. The need to standardise documentation practices has become increasingly evident. The aim was both to streamline and make the management of technical documentation more efficient, and to provide support for day-to-day document management.

Solutions

At first, we helped with the configuration of the system chosen for managing project documentation, Autodesk Construction Cloud (ACC), in response to the specific needs of IMEC.

We subsequently put in place a documentary plan and developed procedures for the management of technical documentation in order to

organise and categorise documents in order to facilitate their search,
manage the entire life cycle of documents, from their creation to their archiving,
control access to sensitive and secure document distribution to the relevant staff members,
check the accuracy, consistency and completeness of the documents.

It was then essential to ensure the training of internal staff and subcontractors, including the preparation of training materials, the organisation of workshops and training sessions, as well as personalised and ongoing support to FAIN team members.

To ensure continuous and efficient management of technical documentation, an experienced document controller also works daily with IMEC teams.

Systems used

Autodesk Construction Cloud (ACC)
SharePoint
Planon
SAP
Autodesk Vault

Benefits

Thanks to the support of Exquando, FAIN now benefits from an organised and compliant document management, and has, as a result, strengthened its operational excellence.

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