What Is an Engineering Document Management System (EDMS)?

Benefits of an Engineering Document Management System (EDMS)

Benefits of an Engineering Document Management System (EDMS)

Increases productivity and project efficiency, saving time

An Engineering Document Management System (EDMS) gives workers the flexibility to complete projects without having to spend time focusing on the menial tasks associated with traditional document management procedures, including searching and finding files, making sure the files are the latest version, distributing files to others who may need them, and filing updated documents. Using digital files removes most of the paper documents from business processes, increasing project efficiency and productivity while helping organizations save on time spent filing cabinet office space and save on fees towards paper costs, and printer ink.

Increases productivity and project efficiency, saving time

An Engineering Document Management System (EDMS) gives workers the flexibility to complete projects without having to spend time focusing on the menial tasks associated with traditional document management procedures, including searching and finding files, making sure the files are the latest version, distributing files to others who may need them, and filing updated documents. Using digital files removes most of the paper documents from business processes, increasing project efficiency and productivity while helping organizations save on time spent filing cabinet office space and save on fees towards paper costs, and printer ink.

Supports scalable growth

Document management software supports scalable growth in small to medium-sized businesses that have seen a massive explosion of digital and paper files, as well as those handling a large number of projects and locations of larger enterprises. Scalability is important in both business and engineering contexts where users must have access to project files wherever they are, whether working from home, at the job site, on the production floor, at the customer, or in their office.

As an entity increases in size, so does the number of digital files it manages. If an organization isn’t prepared to manage this growth efficiently and effectively, it is bound to see obstacles appear, reducing their ability to grow as an organization. Document management systems, like ImageSite, are completely scalable and allow organizations to handle thousands or even millions of documents. As the number of users grows, so does the system, allowing as many users as the organization requires.

Supports scalable growth

Document management software supports scalable growth in small to medium-sized businesses that have seen a massive explosion of digital and paper files, as well as those handling a large number of projects and locations of larger enterprises. Scalability is important in both business and engineering contexts where users must have access to project files wherever they are, whether working from home, at the job site, on the production floor, at the customer, or in their office.

As an entity increases in size, so does the number of digital files it manages. If an organization isn’t prepared to manage this growth efficiently and effectively, it is bound to see obstacles appear, reducing their ability to grow as an organization. Document management systems, like ImageSite, are completely scalable and allow organizations to handle thousands or even millions of documents. As the number of users grows, so does the system, allowing as many users as the organization requires.

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Fosters efficiency and cross-functional collaboration between teams

Working in a professional environment doesn’t mean you have to sacrifice convenience. In fact, in the professional world, convenience is often called “efficiency.” Every day the number of telecommuters grows and so does the need for convenient and secure access. Nowadays, it’s not often we see office workers and engineers collaborating in a single office space, so it simply makes sense to give system users the ability to work from their desired or necessary location. This, in turn, helps companies prepare themselves for growth or a global disaster, such as the 2020 COVID-19 crisis. An engineering document management system provides a single point of information access allowing users to find exactly what they need, when they need it, across repositories, devices and document formats.

Cloud document management systems also support cross-functional collaboration by enabling users to access their documents and workflows using different operating systems, such as Mac OS, Windows, or Linux. With the need to use mobile devices, such as tablets and smartphones, today’s users also need to get to their digital content regardless of where they are and what platform they are using, so access through mobile devices is essential.

Fosters efficiency and cross-functional collaboration between teams

Working in a professional environment doesn’t mean you have to sacrifice convenience. In fact, in the professional world, convenience is often called “efficiency.” Every day the number of telecommuters grows and so does the need for convenient and secure access. Nowadays, it’s not often we see office workers and engineers collaborating in a single office space, so it simply makes sense to give system users the ability to work from their desired or necessary location. This, in turn, helps companies prepare themselves for growth or a global disaster, such as the 2020 COVID-19 crisis. An engineering document management system provides a single point of information access allowing users to find exactly what they need, when they need it, across repositories, devices and document formats.

Cloud document management systems also support cross-functional collaboration by enabling users to access their documents and workflows using different operating systems, such as Mac OS, Windows, or Linux. With the need to use mobile devices, such as tablets and smartphones, today’s users also need to get to their digital content regardless of where they are and what platform they are using, so access through mobile devices is essential.

Improves and increases document security and transparency

Information Technology departments are now always involved in application decisions, and top of mind is system and data security. In the mid-2010s, security breaches plagued the headlines, bringing to light the vulnerability of even the most well-secured organizations. The majority of these security breaches can be prevented by implementing basic security protocols.

When it comes to information security, document management systems provide employees with an added layer of protection. EDMS solutions manage and control files in more secure locations than local computer drives or even network shares, allow users to manipulate files without downloading the files for viewing, editing, and printing, and by providing links to files rather than sending out the actual files. In addition, for users employing mobile devices, document management systems can even encrypt files stored off-line on the devices. Organizations such as NIST, DoD, the State Department, and ISO, have defined strong guidelines for sharing information and IT departments should require EDMS solutions be compliant with those standards. An engineering document management system provides users with a birds-eye view of how document are being used throughout the organization and manage records using clearly defined retention schedules.

Improves and increases document security and transparency

Information Technology departments are now always involved in application decisions, and top of mind is system and data security. In the mid-2010s, security breaches plagued the headlines, bringing to light the vulnerability of even the most well-secured organizations. The majority of these security breaches can be prevented by implementing basic security protocols.

When it comes to information security, document management systems provide employees with an added layer of protection. EDMS solutions manage and control files in more secure locations than local computer drives or even network shares, allow users to manipulate files without downloading the files for viewing, editing, and printing, and by providing links to files rather than sending out the actual files. In addition, for users employing mobile devices, document management systems can even encrypt files stored off-line on the devices. Organizations such as NIST, DoD, the State Department, and ISO, have defined strong guidelines for sharing information and IT departments should require EDMS solutions be compliant with those standards. An engineering document management system provides users with a birds-eye view of how document are being used throughout the organization and manage records using clearly defined retention schedules.

Enhanced compliance

A Cloud document management system uses its robust server and storage capabilities to ensure compliance with some of the most stringent regulations. Organizations such as The National Institute of Standards and Technology (NIST) promote innovation and competitiveness by providing companies dealing with the government with standards for best security practices. (NIST security standards are considered the defacto standards for IT security for many industries.)  EngineBox meets standards such as all 14 Security Categories specified in NIST SP 800-171, so much in fact that NIST themselves trust eQuorum to handle their own files and documents.

NIST urges organizations to employ “least privilege” for specific duties, meaning that processes don’t operate at levels higher than necessary to complete an organization’s mission. EngineBox provides enterprises with multi-level control over which employees can access files, the capabilities of each user has in relation to a file, and audit trails of actions taken. This functionality isn’t exclusive to Cloud systems; however, it is certainly good to know that they can secure files much in the same way on-premise solutions can.

Enhanced compliance

A Cloud document management system uses its robust server and storage capabilities to ensure compliance with some of the most stringent regulations. Organizations such as The National Institute of Standards and Technology (NIST) promote innovation and competitiveness by providing companies dealing with the government with standards for best security practices. (NIST security standards are considered the defacto standards for IT security for many industries.)  EngineBox meets standards such as all 14 Security Categories specified in NIST SP 800-171, so much in fact that NIST themselves trust eQuorum to handle their own files and documents.

NIST urges organizations to employ “least privilege” for specific duties, meaning that processes don’t operate at levels higher than necessary to complete an organization’s mission. EngineBox provides enterprises with multi-level control over which employees can access files, the capabilities of each user has in relation to a file, and audit trails of actions taken. This functionality isn’t exclusive to Cloud systems; however, it is certainly good to know that they can secure files much in the same way on-premise solutions can.

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What is the difference between an eDMS and an EDMS?

An electronic document management system (eDMS) is a type of software that stores, organizes, and manages documents in the form of electronic files for an organization. This system works best for documents that do not undergo much change, such as legal files, financial reports, marketing collateral, and scanned posts. An engineering document management system (EDMS) is a type of electronic DMS focused specifically on an organization's engineering drawings, documents, and data.

What is the Cloud?

The Cloud refers to software that employs the Internet as opposed to a local corporate server or on your local device and can be accessed using your Web browser. Rather than storing your files on your device, Cloud systems store files and data on various servers across many data center locations throughout the world.

Cloud EDMS vs EDMS

Unlike an on-premise system, a Cloud document management system doesn’t require you to supply or maintain your own servers, helps manage CAD drawings, documents and workflows and integrates with major CAD applications like AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX.  This technology solution is a game-changer for many businesses and engineering firms as it is a less expensive, more secure, and more scalable solution.

What is the difference between an eDMS and an EDMS?

An electronic document management system (eDMS) is a type of software that stores, organizes, and manages documents in the form of electronic files for an organization. This system works best for documents that do not undergo much change, such as legal files, financial reports, marketing collateral, and scanned posts. An engineering document management system (EDMS) is a type of electronic DMS focused specifically on an organization's engineering drawings, documents, and data.

What is the Cloud?

The Cloud refers to software that employs the Internet as opposed to a local corporate server or on your local device and can be accessed using your Web browser. Rather than storing your files on your device, Cloud systems store files and data on various servers across many data center locations throughout the world.

Cloud EDMS vs EDMS

Unlike an on-premise system, a Cloud document management system doesn’t require you to supply or maintain your own servers, helps manage CAD drawings, documents and workflows and integrates with major CAD applications like AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX.  This technology solution is a game-changer for many businesses and engineering firms as it is a less expensive, more secure, and more scalable solution.

Additional EDMS Features