In the world of engineering and infrastructure projects, documentation is more than just paperwork, it’s the blueprint that drives a project’s success.
From technical drawings to detailed specifications, every engineering deliverable plays a key role in the construction lifecycle. Large-scale projects often involve hundreds or even thousands of engineering documents, and without a structured system in place, keeping track of revisions, reviews, and approvals can be a nightmare.
That’s where Engineering Document Management Systems (EDMS) built on a proven electronic document management system come in. Ensure that every stakeholder works off the right version at the right time, minimizing costly mistakes, delays, and rework.
Why Engineering Document Management Matters
Engineering drawings and documents visually define the project scope and serve as the master reference for engineers, contractors, vendors, and clients. But in the real world, these files don’t just stay in one department. They travel across teams, go through multiple revisions, and require multiple sign-offs.
Without standardized protocols, projects risk:
- Using outdated versions of drawings
- Missing approval deadlines
- Losing track of critical comments and changes
By following industry-proven EDMS best practices, you can automate document control, ensure accuracy, and improve project execution speed.
Best Practices for Engineering Document Management
1. Use a Robust Document Identification System
Every engineering document should have a unique document number, revision/version number, and clear description. Include attributes like project number, package number, area code, and document type for easy searchability.
2. Assign Scheduled Dates
Attach target dates for every stage from creation to review to approval to keep the team aligned and accountable. This ensures documents move efficiently through the workflow.
3. Standardize Document Templates
Use consistent templates for each document type. Pre-define fields so that nothing important is left out and stakeholders can easily interpret the content.
4. Implement Quality Management Processes
Create a document process flowchart that outlines every step — creation, review, approval, and release. Assign clear roles for each activity to maintain quality and consistency.
5. Manage Comments Efficiently
Track and resolve all review comments before forwarding a document to the next stage. Use a comment resolution sheet (Excel or digital) to maintain accountability and keep an audit trail.
6. Define a Gate System
Specify purpose of issue statuses (IFA, IFC, IFR, etc.) and approval status codes (Approved, Approved with Comments, Rejected). This reduces confusion in document use.
7. Standardize Submission Procedures
When submitting to clients or receiving from vendors, follow a standard operating procedure (SOP) — such as using a transmittal sheet — and predefine turnaround times for approvals.
8. Control Revision & Version Numbering
Have a clear numbering system for revisions so that stakeholders always know they’re looking at the latest version. Increment numbers after each review cycle.
9. Enforce Access Control
Restrict document editing permissions to authorized personnel only. Prevent unauthorized changes by setting strict role-based access control.
10. Maintain Document History & Audit Trails
Archive older revisions and related comments. Keep a full audit history for transparency, compliance, and dispute resolution.
11. Clearly Identify Approved Documents
Require digital or physical signatures from approving authorities. Ensure that every printed or digital copy of a document is verifiably approved.
12. Enable Easy Search & Retrieval
Allow authorized users to search by document attributes, keywords, or content. This eliminates wasted time hunting for files.
13. Manage Correspondence Alongside Documents
Maintain all RFIs, inspection requests, and other correspondence within the EDMS so that the full communication trail is always accessible.
Adopting these engineering document management best practices will help you:
- Standardize workflows
- Prevent errors caused by outdated data
- Improve collaboration across stakeholders
- Access critical information anytime, anywhere
By integrating these protocols into a digital EDMS platform, like Wrench SmartProject, you can automate repetitive tasks, enforce compliance, and make project execution faster and smarter.
