CFES2With over 30 years’ experience in the construction, engineering and FM sectors, CFES have built their reputation on the level of service and delivery of successful project solutions whilst liaising closely with clients and maintaining an eye for detail.

As a national contractor working for both private and public sector clients, their specialist divisions offer a fully integrated package of construction and engineering services bespoke to the company’s requirements. CFES work for a diverse range of market sectors including healthcare, retail, transportation, commercial, industrial, leisure and residential. Their broad range of market sectors ensures that their specialist teams are knowledgeable and experienced in both delivering and advising customers on areas such as legislation, planning, health and safety. As an accredited ISO 9001 and 14001 company, customers can be assured of their commitment to quality management. They are equally proud of the specific industry endorsements such as; Link-Up, CHAS, Construction line and Gas Safe amongst others.

When CFES first started storing documents they used MicroSoft Windows to set up a folder for each job, which in turn, then had sub folders to record various activities such as site drawings, client order pdfs, contracts, photographs etc. This worked fine when they had only a handful of projects however as they have grown, this structure has become very unwieldy and difficult to maintain. Quite often documents would be stored in the wrong folder or sometimes stored in more than one place, which made searching for documents very difficult as they could be stored with different names in different folders.

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CFES decided to research the market and focused on three companies that provided document management software solutions. After exploring the solutions in detail they selected RedSky IT XCIPIO document management software. Rob Doubtfire MD of CFES said: “Of the final three that we investigated in detail RedSky IT impressed us most with not just the functional richness of XCIPIO but also their understanding of how we needed a project based solution. We also liked the option to integrate at a later date with other modules such as financial contract costing and service management for the maintenance division”

CFES will be using the XCIPIO functions of Document Store, Templates, Revisions, Forms, Email Archiving, Contact Management and Project Issues to capture manage and control the data for the company as well as against a project as it flows in and out of the business. Rob Doubtfire assessed: “XCIPIO document manage software will help us improve the quality of our documents with the ability to control, track changes/revisions and enquire on them in a real time environment. The ability for us to create documents from templates as we set up a new project will ensure we capture the right data in a consistent manner. Used with the tasking and workflow for approvals function will mean our teams know what documents need completing and by when.” Rob also sees using XCIPIO a fundamental element of ensuring they maintain their ISO9000 accreditation.

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Another key module is the Email archiving function. At the moment tracking emails against a project is virtually impossible for them and the XCIPIO module will allow them to capture emails against a project, supplier, contact, subcontractor as they are sent and received using the easy to set up tagging functions.

XCIPIO document management software will be the foundation to allow CFES to grow without having to add any administration resource overhead. CFES also see the use of XCIPIO as a selling point for them when bidding for work as they will be able to demonstrate the quality and robustness of their document management processes to their prospects.