Enhance data searches with an engineering document management system

Overview

Decentralised engineering content are signs of poor project collaboration and a major cause of data silos. They present huge security risks for businesses and take up a lot of time to navigate, hindering your team’s efficiency. At Draga, we offer practical, secured, and efficient digitalisation services to help you find the right engineering document management system (EDMS) to your unique business needs.

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The challenge

Companies in heavy industries handle and create a vast amount of engineering files and technical drawings containing data that is vital to maintaining safety and uninterrupted operations. This comes with pressing challenges. 

An ever-increasing number of data, documents, and sensitive information is difficult to manage and keep up to date. Stakeholders within an organisation can find it difficult to locate the engineering content they should be working on, let alone collaborate with people outside of your company. Your team might handle multiple versions of the same documents, or technical drawings that don’t reflect the current state of your assets. This impacts your team’s workflow and lowers efficiency.

Today, some heavy industry companies have made efforts to digitise their documents and manage them using a Document Management System (DMS). However, not all DMS tools are built specifically for engineering content, and may lack key functions like Computer Aided Design (CAD) integration.

 

How did we fix this?

In one of our recent client projects, we worked with our client to digitise their physical assets. Our team went through engineering documents and drawings with various Optical Character Recognition (OCR) tools to ensure accurate information collection. In engineering projects, incorrect details can lead engineers and owner operators to the wrong equipment or restricted danger zones. 

This is why we take extra precautions when handling and cataloguing sensitive content within a high-security EDMS.

 

What is an EDMS?

An EDMS – or Engineering Document Management System – has all the benefits of a DMS, including:

  • Version control, which saves edits as a new version of a document, saving previous versions of the same document that you can review and use. 
  • User access management to the folders, projects, and documents they need.
  • Automated workflow that takes the burden of repetitive processing away from your team. 
  • Secure web or cloud storage that is accessible from anywhere.

These features alone could keep your documents organized, accessible, and well protected. But an EDMS is designed to handle engineering content, having the added integration of CAD file management and CAD software. 

By offering digitalisation services and helping you adopt the right EDMS, we make your engineering content management simpler, safer, and more efficient.

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The results

Greater
access

Storing data in an EDMS gives you full accessibility of all your technical data, removing the need for file distribution and update.

Secured
data

Protect your data  from cyber threats and external dangers with high-security cloud storage.

Version
control

An EDMS logs all the modifications you made to your document, enabling seamless collaboration among teams.

EDMS ensures that your team has access to assets they need, when they need them. 

Incorrectly updated data could potentially guide your team towards danger zones and slow down operations. An EDMS stores all your past modifications and allows you to restore data from previous engineering documents, saving both you and your team from any unnecessary reworks. 

Your digitised engineering documents, when stored in an EDMS, doesn’t require additional CAD file add-ins or software, but is hosted in a solution that is designed specifically to work seamlessly with CAD software. That saves time, money, and the effort of having to retrain your engineers to use completely unfamiliar tools.

EDMS tightens data security for engineering assets, improves operation efficiency and encourages cross-collaboration among your team. Digitalisation is just one of the services we offer to help businesses work smarter. Visit our website to learn more about our services or drop us an email here to discover how we can help.