When we think of document management, the first thing comes to mind is document storage and document retrieval. However, in the context of capital projects you need a lot more than that.
In this post I’ll explore the key features a modern DMS should have.
First, the DMS should be able to work with all file types, from .doc to .dwg, and should allow users to upload all file sizes, including very large files, without restraint, because engineering data comes in all shapes and sizes across drawings and spreadsheets and text and pdfs and images and more.
The DMS should be able to store information about each document, like who created it, who reviewed it, what changes were made etc., and this history should be accessible on demand to authorised users. In other words the DMS should keep track of document revisions and versions and make sure the end user always gets the latest version but it also has to let people go back and view an older version when required, like if something comes into question or has to be double-checked. So in a way the DMS should be a digital Document Controller.
The DMS should create and send reports about the status of documents, like how many documents were approved so far, where this particular document stands, has any document been pending for a long time, and so on, and these reports should be created and sent automatically to the stakeholders, either on demand or at predefined intervals. And since users may not always be at their desks, when someone is sent a document for review (or take some other action) the DMS should immediately send him an alert, both via email and within the DMS itself, so that when he gets back online he sees a list of notifications about his pending work.
Now let’s talk about how documents are stored and retrieved. Conventionally this involves creating a folder structure and continuously uploading and updating files into that structure. A modern DMS should be able to do this automatically ie it should automatically store and update the latest versions into the correct folders as work progresses. So there would be no risk of someone accidentally using an outdated or wrong version. In cases where a document has been printed for some reason, like a drawing sent for fabrication, the DMS should allow the user to double-check the version just in case someone else made a revision or changed a spec in the digital version; for example the system could print a QR code on the drawing which can be scanned by a mobile phone and so the user would be able to cross-check.
And speaking of retrieval, the DMS should allow users to search for a document by its content as well as its name or number, like a tag number or equipment number embedded in the content.
Coming to workflows. Every organization has its own business process that controls the flow of work (hence ‘workflow’) to specify how each type of document will progress from one stage to the next ie from creation to review to release. Some workflows are straightforward, with one person creating, another reviewing, and another approving, while others are very complex with many steps and checks and multiple users and even multiple organizations. And, each type of document may require its own workflow. Thus, defining the workflow is critical. The DMS should be user-friendly enough to allow an admin or user to create a workflow himself, without needing help from IT or support; something like a drag-and-drop workflow draw function would be ideal. As to how roles are assigned in the workflow ie who creates the document, who reviews it and so on, organizations typically use something called Distribution Matrix to define this, and the DMS should allow the same level of detail and control to be built into the workflow.
Data security is a huge concern these days, so the DMS should ensure that only authorised users are allowed access to documents. The integrity of documents as well as any sensitive or proprietary information should be well-protected even with multiple users, both internal and external, working on the same document. For example during a drawing review with multiple reviewers, only people authorised to review and comment should be able to review and comment, only people authorised to download should be able to download, and only people authorised to view the document’s history should be able to go back and view the history.
When sharing files outside the organisation the DMS should make sure the proper transmittal is sent along with the file. As with workflows, the transmittal should be configured using a pre-stored transmittal template that was created by a user or admin.
A well-designed DMS should be able to manage Comments (aka markups) during and after reviews. It should consolidate comments from multiple reviewers into a single sheet, and allow users to respond to comments inline. For example, if someone left a comment saying “change from 2mm to 10mm” but the change couldn’t be made because the customer had specified 2mm, the concerned engineer should be able
to reply to the comment explaining why he didn’t make the change, and to attach proof supporting his statement.
In today’s world, a DMS should be mobile-enabled. For example if a manager is at an airport and needs to review a drawing urgently but doesn’t have his laptop handy, he should be able to open the DMS on his mobile phone and view the drawing in the DMS itself ie without needing to have AutoCAD viewer on his phone. This way, only the creator of the drawing would need the AutoCAD licence; the viewer or reviewer would not. So those are some of the key features to look for in a modern DMS suitable for capital projects.
