Over the last few years, the way we manage engineering documents has changed. EPC organizations are coming to rely on cloud-based document management software systems rather than human expertise in the hope that digital technology can solve the crippling problem of how to manage complex workflows and huge volumes of data across many stakeholders and locations. That hope has not been in vain; today’s document management software is indeed an effective way to improve efficiency, reduce costs, strengthen security, and ensure compliance.
Cloud-based document management software allows you to store information in a centralized database and offers you a variety of useful features like automated indexing, versioning, distribution, and updation. It sets up a layer of security around important data, protecting it against genuine errors and deliberate misuse. The more advanced EDMS systems offer built-in workflows that drive documents through their lifecycle in a predictable and controlled manner which gives managers the confidence that all the regulations and legal requirements have been met.
Now let’s dive in a bit deeper to understand why you should be using a digital or cloud-based engineering document management system. I will give you six reasons.
- Efficiency
- Security
- Version Control
- Compliance and Access Control
- Reliable Data Backups
- Ability to Handle Multiple File Types
1. The Matter of Efficiency
Like every other software, the primary purpose of an engineering document management solution is to improve the efficiency of its users. An EDMS does this by providing engineers with a fast and reliable way to create, view, update, share, and archive files and managers with a way to enforce workflows through a foolproof system rather than human effort. This makes work a lot faster and allows projects to be completed on time without delay. It also reduces errors and rework and saves costs at those levels as well. In a nutshell, by using an EDMS companies have a better chance of completing their projects on time and on budget.
2. Security
Most of us today are aware of the dangers surrounding digital data with issues like Malware, Man-in-the-middle (MITM), SQL injection, etc., as well as non-authorized internal file access which could lead to intentional or accidental misuse. This danger is compounded when data is stored on multiple local servers at multiple office locations. With an EDMS, you can encrypt your files and store them in a single central location, making them easy to control and monitor. A good EDMS is set up to allow users to access files in the cloud without needing to download them every time (for example for viewing, editing, printing, etc.) by providing links to the files rather than the actual files. This helps reduce the chance of misuse as well as saving a lot of time.
3. Version Control
Version control is a tremendous bottleneck in projects. Each document goes through multiple revisions with major and minor changes being made in each revision or redraft. With a cloud-based document management software you get automated Version Control, where the system itself logs and tracks each change digitally in real-time, thus giving you instant access to the most recent revision without having to worry about using old/obsolete versions by accident as sometimes happens with non-digitized teams. This sets up a single source of truth that makes it easier for work to progress as planned.
4. Compliance and Access Control
Most companies are familiar with the huge challenge of meeting the various local and international governmental regulations around their projects in matters of quality, health and safety, environmental controls, and the like. Access Control is a feature that some cloud-based document management software systems offer in order to ensure that users get access to only the documents they need, which significantly reduces the risk of people accessing or tampering with information unrelated to their tasks.
5. Reliable Data Backups
One of the characteristics of digital data is that it needs to be backed up periodically and as happens on many sites, you can be in a position where you face frequent computer crashes or power cuts. In such situations, backing up data regularly can be a challenge for people. A cloud-based document management software or EDMS resolves this by automating the backup process, and backing everything up to a centralized cloud-based database. This ensures that data loss is minimal under any circumstances.
6. The Ability to Handle Multiple File Types
One of the factors that makes data management so complex is that projects involve multiple kinds of data, from CAD files to MS Word to spreadsheets to PDF files to images, and nowadays even audio and video. A good cloud-based document management software will be able to handle all these file types without the user needing to open multiple third-party applications i.e. it allows users to access all kinds of files from within the same system.
In conclusion, it’s not enough to digitally store files and documents, we also have to digitally manage monitor, and protect them. Modern cloud-based document management software is more than a filing digital filing system – it leverages the advantages of modern digital technology to transform the engineering process at a fundamental level, making it more secure, efficient, and cost-effective.