As part of the digitization of its construction documents — such as floor plans of exhibition halls, building permits or photo documentation — Messe Berlin had set itself the goal of providing a document management system (DMS): a digital building archive. Some of the data was already stored in the in-house DMS in accordance with the current documentation guidelines.
Outside of this DMS, there was also a large amount of digital data, each of which was available in different nomenclatures. As a result, they could not be processed by the DMS and could not be searched by users. Assecor supported Messe Berlin in providing all construction documents for all exhibition grounds centrally.
Assecor checked 100,000 documents for clarity and relevance for the digital construction archive. Of these, a total of 41,000 documents were individually checked in 2 projects, the content was identified and metadata was generated in accordance with a defined nomenclature.
As a result, we were able to hand over 39,500 systematized construction documents to Messe Berlin for use in the DMS.
During the project period, we worked continuously with Messe Berlin in regular coordination to refine established rules and nomenclature, as well as to clarify special cases for classifying the documents.
Integration into the DMS is done by renaming the files. The file name is encoded according to a special nomenclature. For this, Assecor used the proprietary MetaMan, a tool for rapid editing of metadata. The coded name is then read out and the documents, including the relevant metadata, are stored in the DMS.
Assecor calculated the average processing time for a file of 5 minutes, including all activities such as data qualification and migration as well as quality assurance, reconciliation and project management. However, there were major differences in document type and scope. Around a third of the files required more processing time to break them down in detail.
On average, around 4,000 documents were qualified and transferred to the DMS in 1 month.
