Documan Consulting is an energy consultancy agency within building and construction industry. By combining years of insight obtained from architects,engineers, design professionals and other professions with technological innovation, this agency addresses a key pain point effectively. Professional firms have a large number of documents across multiple projects. Many of these undergo multipleiterations as the project progresses and it is critical that the latest, updated drawing or document is the one that is used. DocuMan™ has a well-developed robust methodology for professional firms. DocuMan™ involves seamless energy management techniques which ensures a high degree of adoption which contributes to the success of the project. Efficient energy management of the latest and correct design drawings and documents helps client maintain a high degree of client satisfaction and profitability. DocuMan™ brings high degrees of efficiencies to each aspect of the operations of an energy project.

Documan Consulting provides scalable solutions ensuring that no challenge is too big or too small to tackle as consultants or field service technicians within the environmental and energy sectors. The focus is on infrastructure management and as consultants, the primary interest is the interaction between energy and the environment. Documan Consutling is committed to improving operation and efficiency of new and existing offices, plants, factories and workshops both for energy generation, power delivery and effluent and waste management through the development and deployment of clean energy such as renewables. The mission includes the optimisation of designs to ensure that the operation can use less energy and material to achieve the required results.


Wednesday, April 19, 2017

Database Management | Consulitng

Documan Consultitng offers database management services which addresses the needs of archivists and librarians that do not primarily collect architectural records, but who need to know how to arrange, describe, house, store, and provide access to one or several collections of architectural records under their care. In addition to project office files, architectural collections contain a variety of oversized drawings-and possibly even scale models-that document the stages of a project from initial sketches through final as-built drawings. Because of the vagaries of architectural office record-keeping practices, what is transferred to an archival repository may include all documentation for a project, or only the drawings. Whether the collections are historical or contemporary, archivists need to know what to expect to find in a collection, how to identify the records, what is important to keep, and how to preserve the records through proper storage and handling. Contemporary architectural offices increasingly generate electronic records, in the form of CAD (computer-assisted design systems). Although a discussion of CAD is included here, the arrangement, description, and preservation of historical paper documents is the primary focus of this leaflet. Architectural records serve different functions depending upon the repository. Museums house them as artistic expressions, historical societies collect them to document the local built environment, institutional archives retain them as building records, and government archives preserve them for their regulatory history. Regardless of their final uses, architectural records present particular needs for care and handling. These documents share four characteristics: physical fragility, unwieldy scale, massive bulk, and, for twentieth century records, electronic fluidity. Drawings created before 1920 rarely present problems of volume or duplication. After World War 11, however, the exponential growth of construction, mass reproduction capabilities, and increasing need to retain documents for liability and regulatory requirements fostered an explosion of architectural records that requires a carefully thought-out documentation strategy. Beginning in the 1960s, architectural firms gradually replaced paper with computer files. Beginning with e-mail and word processing for textual files, architects added digital images, digital drawing files, and three-dimensional models created on computer-assisted systems during the 1980s. The computer programs allowed them to eliminate many traditional working and shop drawings. With the digital model as the definitive record of the design, the architect rarely retains the interim plots and printouts. Backup and file storage present problems for archivists because of the changing nature of the medium (e.g., floppy disks, tapes, hard drives), the software required to read them, and the requisite hardware to run them.


When advances in construction techniques increased the height of commercial buildings, large architectural firms began compartmentalizing their offices into a hierarchical division of labor to organize the design and construction of major projects. Out of this reorganization evolved a process for planning a building and the resultant types of drawings that archivists must now recognize, identify, appraise, dispose of, arrange, and describe. Understanding the chronological and physical process of creating the drawings helps appraisers make crucial decisions concerning retention and disposal. When writing a collection development policy for architectural records, consider the purpose for your collection: Documenting an individual's career, Chronicling the history of an architectural firm, Providing information about a specific building or group of buildings, and Representing examples of architectural styles. When considering retention of architectural records, archivists must ask themselves the question: is every scrap of paper containing a drawing or sketch, or every set of blueprints necessary to keep? The answer is not necessarily. The nature and scope of the collection, as well as the uniqueness of your copies, affect retention decisions. You do not need to keep copies when another repository has the original. Likewise, you can discard extra exact duplicate copies, as well as the diazo print if you have the original of the same image. The older the drawings, the more likely you will want to keep everything to document the creative process of designing the structure. More contemporary drawings, and the plethora of reproduction methods and "actors on the stage" involved in bringing structures to life, require appraisal of the collection for documentation purposes. Factor your collection development policy into your decision-making.


How do you determine what you have? Understanding the purpose of a drawing helps clarify the process by which it was created. The chronological development (or design phases) of a project begins with preliminary (conceptual), and proceeds through development (design), presentation, and working (mechanical, structural, and supplemental-shop or change orders), to record (as-built). In the Art 6; Architecture Tlzesaurus (AAT)~ hierarchy, the visual materials section (VC) covers visual works by medium or technique, drawings by method of 'representation, building plans, drawings by function, drawings by technique, and drawings by subject type. Appropriate terms are included within each level, and the alphabetical listing provides a succinct, yet descriptive, definition of each term. By combining the AAT terminology with identification of process in At-chitectural ~lzotore~roductions,~ you should be able to identify what the document is, determine where it fits in the continuum, and decide if it should be retained. In the preliminary design phase, architects often make spontaneous sketches on unusual media, such as envelopes, stationery, and even napkins. Since this marks the beginning of the process of conceptualization, it is imperative for archivists to recognize this stage of inspiration for its creative importance. Spontaneous sketches are not extraneous doodles. Determining the type of paper used can help date a drawing. The presence of a watermark, color, perforated edges, or imprinted stationery also can assist the dating process. Do note that not all drawings lead to construction. Conceptual drawings include student works, design contests, travel sketches for reference, and polemical drawings used to explain a premise in opposition to current trends. Architects usually sketch their development drawings on tracing paper in order to build on, refine, and delete ideas. Architects use presentation drawings, created by company or independent delineators, to convince a client to approve a project. These beautifully executed drawings, which are often tinted with watercolors, can take the form of plans, elevations, or perspectives that include human figures, nearby buildings, and landscaping. Since the 1970s, large firms have produced computer-generated presentation drawings with an axonometric view that simultaneously shows the plan, section, and interior spaces of a building. Working drawings represent an architect's final plans for a building, moving away from the artistic conception to focus on the functional construction requirements in the form of plans, sections, elevations, and detailing. Notations, symbols, and a legend to explain dimensions and requisite materials are included in the working drawings. Since the early nineteenth century, original drawings have been reproduced on paper, then linen, and now Mylar. Copying the ink on paper drawings required tracing each line with a spiked wheel. A bag of colored chalk was used to transfer the image onto a sheet of paper beneath the original. From the 1880s and into the late twentieth century, architects prepared original working drawings on sturdy linen. Most architects began working on Mylar in the 1990s. Linen and Mylar originals are reproduced photomechanically as blueprints.

The current drawing sequence is Architectural, Structural, Mechanical, Plumbing, and Electrical Drawings. Corresponding letters (A, S, M, P, E) are used as prefixes with a prescribed order for the drawings within. Prior to this systematized structure, architects grouped general tracings (floor plans, elevations, and structural and ornamental details), and consecutively numbered each sheet. They skipped several numbers and resumed the sequence with framing drawings, and then continued the pattern of skipping numbers between plumbing, mechanicals, and electricals. Record drawings, which also are called as-built drawings, of a completed project often resemble presentation drawings. Since the late nineteenth century, architects frequently photographed completed projects, and published the photographs in architectural journals.


Archivists who arrange collections of architectural drawings generally rely upon the same principles used for arranging manuscript and archival collections, with some distinct differences. Describe the collection by project or subject to the series and sub-series levels. Consistency in descriptive terminology prevents ambiguity and fosters accurate retrieval of information. Terminology control consists of three components: vocabulary, format, and authority. Vocabulary control regularizes the selection of terms to describe objects using generic concepts (perspective drawing, landscape, church). Format control standardizes ordering, syntax, and punctuation (McKim, Mead & White instead of McKim Mead and White). Authority control standardizes the proper names of people and corporate bodies, subjects and built works, and geographic locations. Select vocabulary control terms from a standard thesaurus relevant to the subject. A catalog description must address both intrinsic and extrinsic attributes of architectural drawings. Intrinsic attributes constitute the physical makeup of the document, including its method of representation (e.g., elevation drawing), medium and technique (e.g., ink on Mylar), and the presence of scale and/or a legend. Extrinsic attributes include the name of the person who made the drawing, corporate entity responsible for commissioning the project, subject of the drawing (church, detail of window, etc.), building name, and geographic location of the building. Catalog the subject as it is depicted, and not the actual built work. For instance, the Theater Building drawings may become the Longstreet Theater. Be sure to recognize the difference and add the appropriate subject headings. An electronic database designed to describe architectural drawings uses terminology control elements in prescribed fields to ease retrieval of specific documents. One advantage of a database is the ability to conduct Boolean searches of several keywords, dates, and concept. Using Encoded Archival Description (EAD) to describe an architectural collection provides a standardized structure for describing the components, whether at the series or item level. EAD encompasses and expands the descriptive elements of a more detailed descriptions of a finding aid.


Unlike most of the usual textual documents in archival collections, architectural drawings present special needs for storage and conservation treatment.  Protect architectural drawings from ultraviolet light exposure caused by both artificial light and sunlight. When not in use, turn drawings that may fade or discolor in light face down. Do not use cotton gloves when handling architectural drawings; they will impede ability to select and turn sheets of paper. Use an archival board cut larger than the item as a support when moving fragile drawings. Remove an entire folder from a drawer or box before attempting to retrieve a particular drawing. If the required folder is not stored on top in a drawer, remove all of the folders above that folder. Grasp the fold side of large folders with one hand, and the open side with your other hand to keep drawings from falling out of the folder. Since metal flat files, paper, and Mylar are heavy, when deciding where to place stacks of map drawers in a particular storage area, make sure the flooring is adequate for the weight-bearing load of architectural records. In addition, be sure to place the maps drawers in a storage area where you can fully open the drawers to remove folders. Architectural drawings are not as easily reformatted as other paper documents. The type of reprographic process, of which there are many, will determine the appropriate reformatting technique. You must thoroughly plan how to reproduce certain images. If you are considering scanning to create a digital copy, will the document fit on the scanner? If you want to photograph the image, will it fit on the copy stand? You might have to photograph or scan sections of large drawings, and reassemble them with a program like Photoshop. Limit the number of times you expose a document to any reformatting process. It is better to create one high-quality master image from which you can create derivative copies, rather than subject the document to repeated copying in different formats and resolutions. Since diazotypes fade easily (and off-gas alkaline vapors that are harmful to blueprints, and retain sulfur that damages silverbased prints), reformat them onto a stable archival medium before the intellectual content disappears then destroy the originals. Consider reformatting samples of pre-1930 deteriorating original drawings for informational access, while retaining the originals for their artifactual value. Write a strategic plan that identifies and lists all drawings which require conservation. Include a plan of action, budget, and timeline in your strategic plan, which will help shape reformatting priorities.

For preservation: Since microfilm continues to be the standard for archival preservation, use the microfilm as the master image from which to scan a digital copy. For reference: Drawings copied for researchers do not need to meet preservation standards. 105 mm microfiche provides excellent resolution, fits large images in one frame, and can reproduce in color. For publication: A higher-quality photograph or scanned image (at least 300 dpi) is required for reproduction in a book, journal, or exhibit.

Monday, November 14, 2016

Document Control | Services

The drafting office is composed of draftsman. Sometimes a large company, will place the new engineers in the drafting office for a year to get an understanding of the industry standards. Drafting was all about standards. The drafting office is then responsible for creating the drawings and making sure they are correct and meet universal and company standards. Much of the design will be done by a one or a few draftsmen under the supervision of a lead engineer.

Drafting is responsible for releasing completely defined and checked drawings to manufacturing. This is a standard process that may be composed of many drawings that made up the assembly. The drawing is then taken around for review and approval by specific engineering groups, such as manufacturing, materials and stress analysis. The title block had all of the basic information of the drawing. The drawing name and number and space for approval signatures. It also included the unless otherwise specified information, such as tolerances, view orientation and used on. When the title block is signed off the engineering is complete and it is handed to Documan Couriers who create the blue prints and delivered it to the relevant authorities and/or groups like purchasing, manufacturing or out to suppliers for bids plus the blueprint centers. Then the originals will be stored in vaults or storage. Yes, actual vaults.

Documan Couriers basically conducts admin functions that would take the drawing bundle and create the prints, as blue prints or microfiche and deliver to the appropriate areas making the available to all of the other relevant departments such as purchasing, tech pubs and other engineering groups. Documan Couriers like Drafting or design institutions is associated with but separate from engineering services. In future, Documan Couriers will become part of engineering included in the PLM system, but only handling drawings which are standard deliverables from engineering. Product lifecycle management (PLM) is an information management system that can integrate data, processes, business systems and, ultimately, people in an extended enterprise. PLM software is used to automate the management of product-related data and integrate the data with other business processes such as enterprise resource planning (ERP) and manufacturing execution systems (MES). PLM handles the native CAD data as standard deliverables and data inside engineering including documents to deliver outside engineering which will be separate and handled by different groups.

In a drafting office, Purchasing is the department that would deliver the drawings to manufacturing, in-house or outside suppliers for quotes. Purchasing would keep track of the revisions and where the parts were used. The drawings would include used on information. Many times one drawing would have many different configurations for the different products defined as dash numbers. Due to the way the Pro/e paradigm is set up which have to handle referenced external parts. While this may be advantageous for conceptual design it is a horror show for final released projects and to be used as deliverables. They should be in one single file where all information is available without resorting to the convoluted native file system. The responsible group gets the rejection tag and assigned it back to a draftsman. Why a draftsman? The drafting office is the most familiar with the design and documentation of the product. The draftsman investigates the problem and working with the lead engineer and creates a fix.

Sometimes engineering is not present at assembly or a building site. When there is a part that doesn’t fit or the assembly instructions are vague, etc. There would normally be a liaison engineer or inspector that instantly handles the problem with a temporary fix. Nothing should hold up the assembly line or building construction. Inspector or liaison engineer will write up a rejection tag describing the problem and the fix which Documan Couriers sends to the responsible group. The original drawing can be difficult to change every time there is a small error and is very time consuming. It is very important to get that change as fast as possible..... many time engineers complain about the drawing not being done correctly without giving the draftsman the complete assembly. In the past engineers would give prints of the design layouts to the draftsman for detailing, so they could see the relationships of the parts.

Friday, July 8, 2016

Documan Couriers | Services

Documan consulting currently provides service in three provinces within South Africa. The agency plans on providing its customer with continuity in database and application management whilst developing an online/cloud facility which will provide customers with real time confirmations and access to property documentation. This is all done through the use of a state of the art Computer-aided dispatching, scheduling and document management system which Documan is currently being tested (beta phase) in order for Documan to continually improving upon ensuring that the experience is seamless and hassle free. 

Documan has also partnered with courier services with the primary requirement for the operators to have a vehicle with insurance, an office with a working system and a driver with a clean driving record including certain licensing requirements for both the vehicle and the driver........Now, this presents an opportunity for Documan to expand it's operations but the key to success is to provide an unmatched customer service. As a growing business, Documan will work on short notice for the services required if there is availability, but preference will generally be given for work with on the reservation system. When a client calls up in advance, Documan schedules a pick-up time through its platform and then contacts the client or send an email to confirm the status update and/or delivery of the required documents. For the service to work, Documan worked on making it less expensive than the current competition and also more convenient than using a normal counter-to-counter courier. Documan has also incorporated a 3-in-1 business solution through partnerships which involves delivery of documents, document filling/lodging service, document packaging that enables the operators to run a small but profitable business at a location of their choice. Documan will be working on the ISO 9001 accreditation in partnership with operators in which the assessor/auditor will check that they are working to the requirements of Quality Management Systems and the ISO 9001 Standard on which Documan will provide the necessary training. This is different business model, because of the believe in building of independent small businesses, in which there is no continued relationship required by the partner.

Monday, June 13, 2016

Partnership Program | Courier

Documan is working with independent couriers (called the contractor) with over 5 year(s) of previous work experience in logistics. The contractors are responsible for the manner and means of securing the end result of the provision of delivery services under an independent contractors agreement with Documan Consulting in order to ensure safe methods in conducting pickups and delivery services. Documan is also responsible for the day to day supervision of route based the required deliveries. Other responsibilities of the contractors include: Preparing courier vehicles for loading and preparing their routes, monitoring driver performance thorough out the day, ensuring drivers have successfully completed the scheduled routes as they return, and communicate accordingly to client's request. The contractor works in partnership with Documan to ensure maximum efficiency. It is important that the contractor have the ability to handle multi-tasking and accurately recall information.


When coming to skills, operators must use their vehicles within designated locations according to daily assignments to pick up and deliver e.g. drawings plans, medical records, inter-office documents, pharmaceutical material, standard stock, non-stock, office supplies, and other materials to ensure timely delivery and pick-up; loads and unloads material at specified locations; ensures that the vehicle is locked and secure when unattended; maintain schedule logs and delivery documentation; and obtains and verifies appropriate and legible signature/stamps on documents, slips and/or receipts. Contractors are required to make in-town/city pick-ups and deliveries as requested by Documan. They also need to perform and document standard service requirements on their vehicle logbooks which includes: fuel consumption records, checking oil levels, transmission and brake fluid levels, checking air in tires and keeping vehicle clean inside and outside. Contractors must notify Documan of required maintenance and repairs which might affect pickups and delivery including changing of flat tires when on route, as needed.

Mamphake Mabule
Project Planner | Documan Consulting

c. 2016, Mabule Business Holdings

Friday, May 13, 2016

Recycling Project | Enviromental

Documan Consulting is promoting an industry-first recycling initiative that encourages property owner/developer to recycle. The initiative also include its partners who use plastic when raping courier packs which could be recycled instead of throwing them away. This initiative has been recognised as innovative in delivering a range of sustainable product initiatives including the eco-range courier bags, low micron plastic, and courier bag recycling service. These offerings all help partners to reduce their impact on the environment. Documan is going a long way to make it easy for contractor, property owners/developers to recycle, with proceeds from the recycling to be used for the development of recycling projects......

It feels like all around the province, big news is unfolding. as we look at pictures by Alet Pretorius of the recycling depot in Braamfontein, Johannesburg where pickers take material they collect during the week from around Johannesburg. These guys walk extreme distances in difficult circumstance’s (traffic, extreme weather, rude people) to get material and to transport it to the depot to earn some money.......South African economies is grappling with the miserable rigors of structural adjustment which presents opportunities to young entrepreneurs starting new ventures.

 These recycling merchants have become the symbol of the rise and fall and rise again of South Africa’s commercial cities. Why not join them and become part of an inner-city renaissance when heeding the call to recycle our waste. For across town jobs, our couriers continue to be the most cost effective, efficient and environmentally sustainable way of getting your urgent documents delivered around the inner city.

Monday, January 11, 2016

Print Production | Enviromental

More than 50 trillion pages are printed worldwide today using production print technology – only 2% of which is printed digitally. The opportunities for digital printing, and the benefits are enormous. Documan consulting through its environmental assessments is helping clients manage their office printing and imaging environments. Documan provided solutions in environmental services and capabilities that offer a truly integrated planning approach. Documan delivers even more services across all document production environments which can all be done onsite or offsite, locally.

The Print Materials, Production and Delivery (PMPD) is a large contributor to air pollution given the large size of the printing industry, and the extraordinary volume of chemicals it consumes, it is not surprising that it also generates a significant amount of pollution. Gaseous emissions have been identified as the second greatest pollution problem (after effluent quality) for the industry – and these are largely generated in printing. Speculation concerning the amounts and types of air pollutants emitted from print operations has been widespread but, generally, air emission data for manufacturing operations are not readily available. Air pollution is the most difficult type of pollution to sample, test, and quantify in an audit. Our environmental assessment service cover the following functions, namely: Dispatching, Planning & Coordination of Print Material, Production & Document Press. Documan Consulting aims is to assist clients reduce their enviromental impact in print, packaging and disseminating of all print materials while adhering to the specification agreed upon, and conforming to the quality as expected from industry.
Mamphake Mabule
Project Planner | Documan Consulting
c. 2016, Mabule Business Holdings

Saturday, November 21, 2015

Courier Service | Consulting

Using a courier is a great alternative to relying on the post office and in many cases, people prefer to use couriers rather than relying on government services that may let them down. Couriers can be expensive, but for those using them, they offer a certain peace of mind that ensures the sender does not need to worry about whether their parcel will get to the recipient or not.

Parcel tracking is one of the biggest advantages of using courier services. This service allows the sender to find out exactly where the parcel is and when. This means that after sending a parcel, you could track it from truck to airplane to recipient very quickly. The peace of mind this guarantees is priceless. Using international courier services also means that you can get a package from one place to another with great speed. These days, it seems as though everything needs to happen faster and this is only possible if you can find a service provider as committed to quality of service as you are. Even those using domestic courier services don’t want to wait weeks for a package to get to where it needs to. Because time is of the essence, couriers ensure that packages get where they are going quickly.

Using a courier means you can get a package from one place to another quickly and this has a variety of uses. For those who need to convey documents, this is a quick solution. In some cases, people use couriers to send gifts and other paraphernalia to family and friends, but in a business context, sending articles to a client or a service provider means being able to do business faster. In the medical industry, using a courier also ensures that medicines get from one place to another quickly, and this is vital for those whose health depends on it. All in all, every courier has a different offering for its clients and it is in your best interests to check the lists of what your local courier can and cannot transport. This will give you a fair idea of what you can send.