Databook: what is it and what is it for?

When contracting a service, work or product, some companies may request a databook before closing the deal.

Databook: do you know what that term means? No problem!

In this article you will find out what a databook is, what its function is and everything you need to know to set one up.

Let's go!

What is a databook?

The databook, in essence, is basically a book, literally translated from English!

It is a dossier containing information on various aspects of the work. Essentially, it's a collection of documents that tell the complete story of a process, from start to finish.

In summary, the databook brings together all the information and documents related to a process in a single place.

This history reveals the progress of a service, work or production of a product.

It is important to highlight that these documents may be subject to several different standards and need to be generated throughout the process.

Some examples of databook usage in the industrial sector are:

• Inspection reports;
• Reports of destructive and non-destructive tests (ED and END);
• Certificates of materials and professional capacity;
• Structural calculations.

>> Read also: Process digitization: the key to operational efficiency 

What is a databook used for?

The databook brings together in one place the final versions of all documents related to a product or service provided.

As we mentioned at the beginning of the text, many companies, especially large ones, request a databook to close deals.

This is because the databook contains all the important information about the product or service that the company will purchase.

It includes all the relevant details that customers can review.

So, for your company to be able to serve these customers, you need to create and know what you need to create a databook.

How to assemble a databook?

First, in a basic way, your team will need to gather the final versions of all documents involving the project in a complete dossier.

However, when it comes to the technical aspect, there is no one-size-fits-all approach. Each company can request the organization of the databook in different formats.

There are no specific standards or regulations for databook assembly. The important thing is to establish a dialogue with the customer.

In this sense, understanding the client's expectations, their view on the details of the databook and the essential elements for the dossier are fundamental to deliver what they want.

It is important to remember that the databook can take on both physical and digital formats, depending on the customer's preference and needs.

To meet these requirements precisely, it is recommended to consider using management software that stores data in the cloud and organizes documents in a standardized way, such as BMS Integration.

This system will provide real-time and remote access to all the necessary information, facilitating the organization of documents for assembling the databook.

Precautions to take when setting up your Databook

As we have already noted, the databook can be a decisive factor in closing deals with some companies, so it is essential that it meets the purpose for which it was requested.

Because of this, we have listed some precautions that you need to take when setting up your databook. Let's see:

Lack of information about documentation requirements

If your customer requests a databook, the first step is to accurately define all the databook development requirements.

Define well all the documents and information that must be contained in the dossier.

Lack of adequate knowledge and work methodology for Databook management

If you or your team have no idea how to assemble this dossier, spare no effort and invest in courses or tools to help assemble databooks.

This “book” can be a crucial factor in establishing a new partnership.

Not scanning all received documents

The entire team will use the registry in their processes, so it must be as complete as possible.

In this sense, it is imperative that all important documents related to the project are scanned.

Lack of verification of images with documents

Scanning is an important step in the databook development process, however it must be done carefully.

Therefore, when transferring the documents to the digital version, extreme attention must be paid when checking the images.

Absence of an easily accessible Databook

The databook needs to be easily accessible to all professionals who will use it.

Therefore, it is necessary for everyone to be able to carry out the necessary consultations in a practical way.

Flexible format for different types of devices

Take into account that the databook can be used in various situations and times.

Therefore, offering flexibility in the format, to suit different devices, can be advantageous for both your company and your customers.

This aspect can significantly influence customer satisfaction in relation to the delivery made.

Missing inspector signature

For the inspection document to be useful, it is essential that it is signed by the inspector.

Likewise, the databook must be duly qualified, that is, in addition to being prepared, it requires a signature to fulfill its purpose.

Not storing your Databooks securely

It is extremely important that your company has storage, whether physical or digital.

Some companies establish a specific period to keep the databook in the archive. Therefore, if your industry does not already do so, it is essential that you start implementing this practice.

In this way, it is possible to guarantee a certain security for your company, since unforeseen events happen and it is always better to prevent them.

>> Read also: Document Management: what it is and how technology can help you

Conclusion

When properly executed, databooks become very useful. By embracing databook creation and doing it right, it can become a differentiator between your company and a competitor.

Therefore, by separating and organizing in advance all the documents that will be used in the assembly of your databook, you will save time and make your work easier.

O BMS Integração 100% is a management system that keeps documentation and information secure in the cloud and has absolute remote control. It provides quick management, easy access and all information regarding your processes.

With its help you will have more agility in the assembly of databooks!

Do you want to know better how BMS can help you in your processes? Talk to one of our experts!