From Paper Folders to Cloud-Optimised Solutions

Before 2000, compiling O&M manuals was a manual and time-consuming process. At EDocuments, we would piece together Word docs and printed PDFs, manually adding manufacturers’ data sheets and filing everything into lever-arch folders. It was clear that this process needed a major technological upgrade.

Our first step was to speed things up with Microsoft Word VBA macros, creating a library of templates to quickly assemble documents. However, as projects increased, so did the need for better organisation. Recognising this, we built our first “Manual Builder” using Microsoft Access, which provided a project management workflow to streamline handover documentation. While effective, this system still relied on printed drafts sent through the post, with feedback marked up by hand.

The biggest challenge then became managing the review process, so we moved forward with a more advanced solution. We developed our first web application using ASP and a Microsoft SQL Server database. This allowed us to generate O&M manuals from HTML snippets stored directly in the database. A simple markup tool was added, enabling users to add comments online, which transformed how we managed production and review.

Our journey accelerated when Microsoft invested in us with no strings attached, just as .NET was emerging, and Azure (then known as “Red Dog”) was in development. With Microsoft’s support, we built a cloud-optimised solution in Azure that has since evolved into a robust platform used by over 40,000 users.

Today, our platform offers forecasting, validation, analytics, model data extraction, automatic COBie, 3D model integration and connections to CDEs like BIM 360 and Autodesk Revit. Transparency and accountability are core to our approach, enabling users to see who did what and when, with detailed logging for a clear audit trail. Following the Building Safety Act, our tools now include enhanced change tracking, history logging, and validation, delivering what we call “process-driven data assurance.”

Now, EDocuments focuses on far more than the O&M manuals we started with. We address a wide range of needs, from information security to regulatory compliance for the building services industry - all aimed at making everyone’s day a little easier.