Why engineering companies need to use a Document Management System

For most engineering companies, a Document Management System still seems like a waste of money and time it take to implement it. The managers are mostly interested in the project development and the specific technical aspects of each project than in organizing documents. But there are some “rebels” among them who did implement a proper DMS and now they say it’s one of the best investments made by the firm in a long time.

The immediate effects of using a DMS are increased efficiency and productivity. Those benefits come from the fact that all the employees and co-workers have access to all the files they need and they can follow any modifications done in time. The best part is, a good DMS allows you to keep track of the complete life cycle of a document, from the moment it was created, through all the adjustments, the times it was exported and the eventual removal of it. This saves an important amount of time spent searching for a specific information and it allows project managers to keep track of the job progress made in each department. Large companies, who work with hundreds of employees and dozens of clients know how important it is to maintain good file organization.

DMS is not a waste of time and money, if you’re using one according to your company’s needs and if it provides functionality and security of all your files. This means not only that the files are protected from external factors, but that you can also categorize files by levels of confidentiality in your own company. It means your employees have access to only a certain area and this applies to documents too. This is important because the archived documents also contain revisions, descriptions, important dates and other attachments that you might import or receive from other co-workers. The true strength of a DMS lies in its ability to restrict users from accidentally deleting or overwriting files, or to import them in wrong categories. Careless saves makes important data become unavailable and as strange as it may seem to those who don’t work in this field, it takes just one document to lose important designs or information you need in a certain project. For a large company, operating with so many employees, it takes a lot of time and effort to restore damaged files, so it’s much easier to prevent those incidents. Time is money, and losing time for an effort like that, might lead to missing deadlines or even to losing contracts. It’s a tough world, and you either deliver on time what you’re suppose to, or you’ll be replaced by someone who can fulfill those expectations.

The files you import into a DMS, are basically entered in a protected data base, where they can only by accessed via the DMS interface. That means users who access them don’t have the right to modify or to remove them if they are not previously assigned to do that. One of the best features of complex DMS is that you can revise older versions of the documents, a valuable feature when you need to use previous versions of the projects you worked on or if you can use some documents for other projects too.

In other words, when looking at the benefits of using a Document Management System, you save plenty of time and resources and this means automatically saving important amounts of money in the process.

VENDOM Document Management Control software offers you the solutions for most document management issues you have to deal with in engineering projects. VENDOM is project-oriented, designed for multi companies and users, working with high level access rights and easy to integrate with other basic applications.