Not all electronic documents are the same. Remember that skit from Sesame Street called "which one of these things is not like the other"? Well, engineering documents are the pink apple and they stand out from all other electronic files. CAD files cannot be properly managed by a standard document management system that handles office files, pdf's, tiff's, etc.
Companies who let their IT or "non-engineering" departments select an enterprise wide EDMS (Electronic Document Management System) often find that out the hard way. When the project implementation gets to the CAD department all hell breaks loose. CAD managers start to ask questions like: Where did my x-Refs go? Why can't I customize my drawing number and file name? You want my revision number to be 1,2,3..?
Most standard EDMS systems are designed for banking, real-estate, accounting, and similar industries which handle one version of a file that can be stored as a tiff. These files often never have to be "checked-out" or modified, just stored, copied, or distributed. Systems like these do not recognize xRef's, they don't allow you to view and mark-up CAD files, and they often exaggerate the size of your database because they use database blobs.
The majority of CAD files in existence today are DWG (AutoCAD) and DGN (Microstation). A few companies also use 3-D modeling files which require very specialized applications for file management. Usually PDM (Product Line Management) tools are required to manage 3-D files and all of their associated sub-files. PDM applications usually do not have the versatility to manage anything other than that one specific file type.
Applications that will manage DWG's, DGN's, and often associated office files include AutoEDMS, Synergis Adept, and Dv TDM. Office Document Management systems like Documentum, Laserfiche, and Filenet can only manage CAD files on a limited basis and require a 3rd party plug-in which can be very expensive.
In Summary, whatever EDMS system you choose for handling CAD files should store your electronic files in their native format, recognize xRef's, and allow you to modify simple processes like check-in, check out, document numbering, and document naming. Most CAD departments have their own nomenclature for document revision numbering and file naming. Why should you have to have a new revision created every time you check in a document? Why should you have to name your document 1, 2, 3?.. Keep in mind that whatever system you are using may not be around forever so you want to make sure you can always find your files the old fashioned way just in case you have to!
Document management software will enable your business to function more effectively, saving staff time and creating a document flow that works in harmony with the machines that you run and network in your business environment.
There are many companies that specialise in creating document management software suitable for a range of purposes, including the creation of digital archives, remote web access to documents and networking support.
You will find companies creating products designed for a single user right through to large-scale, business-wide deployment and they are renowned for their development work, done as part of a consultative process with their many users.
Document management software enables you to convert your paper archive of documents into electronic versions and then to continually extend this electronic archive during the day-to-day life of your business.
The benefits of converting your paper documents into digital versions are manifold and include easier storage; easier retrieval; accessibility across your organisation; the networked sharing of information to improve communication; and efficiency within your business.
Filing electronic versions of your paper documents can also help your business by enabling easy tracking of large stores of documents and preventing the loss of paper copies. An electronic archive is easy to manage, with the right software, and documents can be located quickly. One of the most obvious and immediately beneficial advantages to converting your paper document archive to a digital format is that of space-saving. You will instantly gain space in your office and the need for large-scale storing cabinets with mass archives will be eliminated.
A scanner along with document management software is needed in order to create an electronic document archive. The archive is created by the scanning of paper documents, with your document management software then enabling you to store these documents on a hard drive or disk, as you prefer.
Following scanning and storage, your documents are indexed in an archive format. Future retrieval of these documents is easily enabled via your document management software. Your document management software will also enable you to set different levels of access and document editing rights for individual users across your network, so you can customise the security of your archive to suit your business and employee needs.
Quality document management software allows you to grow and extend your electronic archive well into the future and means that you can continually add to your electronic document archive with a modular approach. Such software will also enable you to allow controlled access to your document archive from within your office environment, on a multi-location network or using online methods, for staff working remotely. Once you have decided that your business can really benefit from investment in document management software and accessories, there are a number of other factors to consider. It is a very good idea, and key to making the right investment for your business, to take some time to plan through how your particular needs can be met by document management software and what your future requirements might be.
Consider factors like the number of currently archived paper documents that your new electronic archive will need to store and approximately how many new documents may be added over a 12-month period. You should give good thought to how any users will need to access the system and the right and permissions these people will be allowed to have.
Obviously, there are then also technical considerations, such as the current specification of your network capabilities and any existing scanning machinery you have. Depending on the size of your business, it can be a good idea to pool resources and skills to create a document management software requirements list, as you will need to consider administrative, technical and, possibly, legal requirements before you go ahead and create your new electronic archive.
Both Bret Lawson & Vincent Woodall are contributors for EditorialToday. The above articles have been edited for relevancy and timeliness. All write-ups, reviews, tips and guides published by EditorialToday.com and its partners or affiliates are for informational purposes only. They should not be used for any legal or any other type of advice. We do not endorse any author, contributor, writer or article posted by our team.
Bret Lawson has sinced written about articles on various topics from Software, Management Software Solutions and Management Software Solutions. Bret Lawson is a document management consultant with Practical Programs, Inc in Houston, TX. Practical Programs specializes in electronic document management for companies who use CAD files and associated documents.. Bret Lawson's top article generates over 2900 views. to your Favourites.
Vincent Woodall has sinced written about articles on various topics from Elearning, The Internet and About Branding. ABT offers a fantastic range of products at great prices, with unrivalled customer service and support. The company also offers customers a regular newsletter, featuring new product updates and the full range of Ricoh office machines and solutions availab. Vincent Woodall's top article generates over 60500 views. to your Favourites.