Top Features to Look for in Engineering Document Management Software
It’s not an easy task to manage engineering documents. With design files, blueprints, specifications, and revision records, things can become complicated in a flash, particularly when there are multiple teams involved. That’s where Engineering Document Management Software (EDMS) enters the picture.
But since there are so many products out there, how do you select the one that will best fit your organization? To assist you, the following are the key factors to consider when selecting an EDMS for your engineering or construction company.
- Version Control
In engineering, a single error can be gigantic. That’s why version control is a no-brainer. A decent Engineering Document Management Software (EDMS) tracks changes automatically and maintains a clean history for each file version. You need to be able to view older versions, see differences, and even revert to earlier drafts if necessary. This ensures everyone’s using the current version—no more confusion, no more duplicate effort.
- Easy Access and Permissions
Engineering companies are typically comprised of several different departments, subcontractors, and outside consultants. Your document management system needs to be both easy to use for sharing files and secure for handling sensitive information. Be on the lookout for features such as role-based access control, which enables team members to have varying levels of access. In this manner, the proper people view the appropriate documents—nothing less, nothing more.
- Engineering File Type Support
Unlike normal office files, engineers work with complicated file formats such as DWG, DXF, DGN, and other CAD files. Your application should natively support these file types, allowing you to open, comment on, or accept them without needing to convert them first. This saves time and keeps your original files in their original state.
- Search and Retrieval Tools
You do not want to have to dig through hundreds of folders to locate a single drawing. A good EDMS should have robust search capabilities, including filters by file name, project, tags, metadata, and even content within documents. The quicker you locate what you are searching for, the sooner your team can continue.
- Workflow Automation
Approvals, revisions, and handovers are usually repetitive steps. You can automate these with workflow automation. A decent EDMS should enable you to create special workflows, such as automatic notification of reviews, escalation for late approvals, or auto-routing of documents to the next in line. This avoids holds and keeps everybody moving.
- Audit Trails and Compliance Support
If your documents must comply with industry standards or regulations, a clear audit trail should be maintained. There should be automatic tracking by good EDMS solutions of who used and modified a document, when, and what was modified. It facilitates accountability and simplifies auditing.
Wrapping Up
If you’re in search of a trustworthy solution built with the requirements of the engineering world in mind, look no further than Papertrail’s Engineering Document Management Software. Its purpose is to manage complex workflows, technical file types, and team collaboration under one cloud-based application.