The Challenge
Before 2019, SEMITAN relied on servers, CDs, floppy disks, and paper archives for document management, and they did not have a central source of truth for this information. AutoCAD plans existed in multiple unsecured versions, and each department operated in silos with its own copies. Document retrieval was time-consuming and often ineffective, leading to errors, cost overruns, and delays on projects. Adopting an add-on to Meridian that will enable advanced text search and reporting within documents.
THE RISKS AND CONSEQUENCES OF FRAGMENTED TECHNICAL INFORMATION
The lack of a centralized system and reliable document processes compromised the quality of projects and field interventions in many ways:
- Version errors, information loss, and accessibility issues limited operational performance and resulted in costly rework.
- Project KPIs, including timelines, budgets, and technical compliance – were directly impacted.
- Information flow between internal stakeholders was challenging, further exacerbated by paper-based systems and unstructured management.
- Maintenance and project teams spent a significant amount of time locating and verifying information, as documentation was scattered and outdated document versions were frequently circulated.
The Solution
SEMITAN decided to use Meridian to overcome these issues and centralize all of its technical documentation.
The Results
All of SEMITAN’s technical documentation is now centralized in Meridian and organized in a unique, secure, and structured reference system.
This has led to a significant reduction in errors and rework. Thanks to strict version control and validation workflows, teams now use up-to-date and validated documents, limiting interventions based on incorrect information. Version errors and duplicates have also virtually disappeared, reducing cost overruns and delays on projects.
Additionally, the time spent searching for documents has been significantly reduced, allowing maintenance teams and project services to spend more time on production and less time searching for information. Operational responsiveness has also increased, particularly due to the integration of Meridian with AutoCAD and the CMMS Carl, which provides direct access to plans and documents from equipment sheets.
Additionally, the implementation of automated document workflows has helped structure business processes by ensuring traceability and tracking of validations. The review, approval, and distribution circuits are now clear, streamlined, and secure, reducing the risk of omissions or non-compliant handling. Finally, the reliability of document information has strengthened the safety of field interventions and improved the quality of service provided to users.
BENEFITS FOR ALL USERS
All user types have also experienced benefits from using Meridian.
- Maintenance and construction services teams now consult technical documents via Meridian Explorer and directly from the CMMS Carl. This link between equipment and its associated plans has significantly facilitated both corrective and preventive maintenance interventions.
- Project services and design offices use Meridian to manage project documentation and track O&M documents.
- Tramway operations services have access to documents in read-only mode to verify or search for technical information related to the infrastructure.
- External contractors, design offices, and construction companies are gradually integrated through specific project activities and customized workflows. This controlled document access streamlines communication while ensuring the security of sensitive information.
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