QA software

Project Management the smart way

Project Document Collaboration

Team
Binder
Web based Project Document
Management and Collaboration
Solution

Get the TeamBinder Advantage

TeamBinder
Web based Project Document Management and Collaboration Solution

Benefits
Deploying TeamBinder on your projects leads to a direct increase in productivity from the team staff
and reduces the risk saving considerable money and time.

Document Correspondence Tender

Management Benefits Management Benefits Management Benefits

TeamBinder provides a suite of new capabilities (things you could not do previously)
 Automated document review  A single centralised record of  Electronic project tender
and revisions workflow all project correspondence process management
 Centralised common  Expediting facility for  Electronic sub-contract
document register responses tender process management
 Capability to define business  Automatic record of  Eliminated need for hard-
rules correspondence receipt copy document distribution
 Automated filing, retrieval,  Automated subject area  Centralised, secure storage
distribution & storage / threads and filing of all tender documents
archiving  Increased productivity of all
 Secure access anytime, project staff
anywhere, by authorised  Secure access anytime,
parties anywhere, by authorised
parties

This leads to Improved Management of Risk

 Reduced rework due to  Reduced risk of
prevention of upload of correspondence going astray
superceded documents  Reduced risk / cost of
 Reduces exposure to (client) contractor disputes
cost claims and to sub
contractor disputes
 Reduced time for document
approval

It also leads to Increased Productivity

 Increased document  Reduced response time for  Reduced time & risk in
control productivity (one turn-around and reduced handover from estimating /
less document controller) schedule duration sales to project team
 Reduced time to find  Reduced requirement for  Increased estimating
documents. multiple hard copies, department productivity
 Reduced document postage, couriers etc  Increased contracts
reproduction costs  Reduced time to find department productivity
information.  Reduced plan printing &
 Reduced requirement for document copying
filing clerk

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TeamBinder
Web based Project Document Management and Collaboration Solution

Features
Controlled Documents
Maintain a single, secure, centralised document register. 
Maintain a list of the latest revision of all documents. 
Maintain a full revision history for all documents (including changes in status). 
Efficient batch upload of documents. 
Validation of all document uploads to ensure complete meta data. 
Controls to stop upload of superseded revisions of documents. 
Automatic distribution of documents via a distribution matrix. 
Batch download via zip file. 
Support for document review workflows (parallel and serial). 
Support for on line viewing, printing and markups using TeamView. 
Support for distribution of documents via Transmittal. 
Automatic notification of revisions to documents. 
Powerful search engine to find documents. 
High level of access control to documents and document electronic file formats. 
Support for Check-in and Check-in of documents. 
Correspondence
Definition of customised mail types with custom fields. 
Participants can include their own logo on correspondence. 
Automatic reference numbering or all correspondence. 
Predefined mail workflows to control how correspondence is replied to and forwarded. 
Automated and simple filing into Sent Items and Inbox. 
Powerful search and find capabilities to retrieve correspondence. 
Use of Binders and Sections to simulate a hard copy filing system. 
Send mail to external contacts (people outside of the system). 
FAX-IN module to automate the receipt of faxes directly into system. 
EMAIL-IN module to automate the receipt of emails directly into the system. 
Upload of Hardcopy correspondence. 
Status Tracking and hot lists to manage correspondence. 
Auto linking of questions and answers and thread view to see a correspondence trail. 
Access to correspondence limited to personal, Department or company mail only. 
Quick link mail statistics to give an instant overview of correspondence on a project. 
Batch printing of correspondence. 

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TeamBinder
Web based Project Document Management and Collaboration Solution

Tendering
Creation of Tender Packages in terms of documents and recipients. 
Make packages of documents available for download electronically. 
Support for both public and private tenders. 
Facility to manage addendum to tenders electronically. 
Ability to Award tender packages on line. 
General
Powerful report generation Output reports to CSV for import into Excel. 
Published reports module to store site photos, CVs. 
Project Calendar. 
Powerful Global Search Function 
Facility to support use of a site camera. 
On-line help system. 
Documented training programs. 
128 Bit Encryption with authentication via User ID and Password. 
Ability to access from anywhere at anytime. 
24/7 access to information. 
Full backup and firewall protection. 

Integrated
On-Line Viewing
for collaborative
mark-ups
(reviews), and
printing

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TeamBinder
Web based Project Document Management and Collaboration Solution

Overview
TeamBinder is a web-
based project
document
management and
collaboration system
used to manage,
store, and distribute
information in the
form controlled
documents and
communications.

In particular,
TeamBinder will help
you manage:

 The distribution, review and approval of documents during the project design phase.

 The preparation, release for tender and award of sub contract document packages during the
procurement phase.

 Document distribution to subcontractors during the construction phase.

 All forms of communications between

participants throughout the lifecycle of the
project.

 Document archiving at project completion

and handover to the customer.

With all your project documents and

communications managed and maintained on
a secure, open platform, project participants
are able to focus on the successful delivery of
the project on time and within budget.

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TeamBinder
Web based Project Document Management and Collaboration Solution

Additional Optional Benefits

The following optional extras are available for use with TeamBinder:

FAX-IN: The Fax-in option enables any participant on the project to have incoming faxes routed directly into
TeamBinder. This is a popular feature with contractors who receive faxes from sub contractors and others
who do not have the infrastructure to use a web based solution.

FAX-OUT: The Fax-out option enables users to send mail by Fax directly from within TeamBinder to
contacts who prefer to receive mail via this method.

EMAIL-IN: The Email-in option enables emails sent to a dedicated email address to be automatically routed
directly into TeamBinder.

TEAMVIEW: TeamView is a web based viewer that can be used with TeamBinder for viewing, printing,
markups and collaboration on more than 250 different file formats.

CUSTOM MAIL TEMPLATES: TeamBinder the supports the full customisation of mail templates and the
transmittal format to meet company standards.

PROJECT ARCHIVES: TBARCHIVE is a unique archiving facility for use with TeamBinder to archive both
project data and the TeamBinder application to CD. Project Archives can be supplied on request to any
company using TeamBinder.

QCAD SOFTWARE: QCAD is QA Software’s unique batch document upload utility for AutoCAD. QCAD
enables drawing files to be uploaded to TeamBinder direct from within AutoCAD with automatic extraction of
document attributes from drawing title blocks, auto generation of PLT/PDF files, and binding of Xrefs.

QPRINT: QPRINT is a standalone application for use with TeamBinder that automatically downloads and
prints every document uploaded to TeamBinder. QPRINT can also be configured to auto convert every
document to TIFF/PDF format and stamp documents with received dates, and approval signatures
electronically.

SITE CAMERA: A Site Camera can be integrated with TeamBinder to stream photos of the site at predefined
intervals to the TeamBinder Dashboard..

TENDERDOCS: TenderDocs is QA Software’s tendering website for the publishing of private and public
Tender packages from within TeamBinder.

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TeamBinder
Web based Project Document Management and Collaboration Solution

Security
Running a web based system often raises security concerns with customers. These are normally groundless
since:

 The QA Software production servers on which the TeamBinder system resides are physically located
within the premises of Global Centre in South Melbourne, a leading specialist Data Centre.

 The QA Software production servers site behind a highly configured Linux security appliance which
provides firewall protection ensuring only authorised traffic is permitted. The Linux based firewall device
has been custom designed by QA Software technicians to provide a high level of protection incorporating
packet inspection for high performance while maintaining protection from denial of service attacks, and
unauthorised entry

 Access to the TeamBinder system is protected though the use of passwords and “Strong 128 bit
Encryption” or SSL (Secure Sockets Layer) which encrypts information send between the end users
browser and the QA Software production servers. Encryption together with usernames and passwords
ensures the confidentiality, integrity and authenticity of the transmission.

TeamBinder
Centralised
Document
Register

For more information contact:

21 Bedford Street Phone: +613 8379 0000

QA software North Melbourne
VIC 3051, Australia
[email protected]
www.qa-software.com

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