Registered users please click HERE to access the Central Document System

Our Central Document System replaces the often cumbersome and slow transfer of information in the Planning Supervision process with one secure source and provides immediate access to all the relevant documentation.

The contents of the System will change over the life of the project and the client determines what material is included. Normally the specifications, tender documents and pre tender information appear first. Then risk assessments, method statements and the Construction Phase Health and Safety Plan are added, followed by drawings and schedules incorporated as they are produced. Information for the Health and Safety File is added as soon as it becomes available. O&M manuals are made available as the relevant sections of the work are completed, and finally the complete Health and Safety File is added. A major advantage of the Central Document System is that important information on the project is made available immediately so that the client doesn't have to wait until the paperwork is complete in order to use it. It is easy to control the project documentation since everyone with access to the System can see exactly what material has been supplied and what is outstanding. And everyone is looking at the same versions of the documents. Since October 2006 we have provided the use of this secure web-based document system for design teams on all major projects, as part of our CDM co-ordinator service and at no extra cost.

The system is extremely flexible, and for a small monthly fee can be used for documentation in addition to that required for the CDM Regulations. For example, enabling meetings could become amazingly easy, with agendas, progress reports, documents for discussion and minutes all kept securely in a dedicated on-line folder. Documents can be downloaded by team members and sent back to the site with comments, but the originals are never lost. Or, if required, a complete Building Archive could be built up, particularly useful for listed buildings and scheduled monuments. The archive can be maintained and stored on the site and updated whenever necessary, or at the end of a project the information can be stored permanently on a CD ROM or DVD.

Registered users can be given their own secure document file on the server, and by using a very simple free programme can add documents to the site from their own computer in a matter of seconds. So, for example, a project architect can update drawings and specifications at the click of a button, and everyone involved in the project has instant access.

We thought that the use of a document handling system was best practice under the former CDM Regulations. The 2007 Regulations emphasise the timely and accurate dissemination of information to those who need it, without creating mountains of paperwork. The Advisory Code of Practice to the Regulations sums it up as "The right information for the right people at the right time" (paragraph 57). At Johnston & Mather we believe that we are already doing this, and are proud to provide the CDS as part of our service to our clients.

If you would like to see a demonstration of the CDS, please contact us. We can issue you with a password and username to access two demonstration folders; and if you require more information we can arrange for a technical expert to come to your offices and give you a demonstration of how the system can work for you.