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What is Engineering Document Management? Learn the 3 ways it adds value to businesses.

Architecture, Engineering & Construction (AEC) works on multiple projects and the process flow for design approvals is tedious.

Engineers create drawings and documentation to convey the scope of work to all project stakeholders. After reviewing the scope provided by the customer, the engineering consultant creates concept design drawings.

An engineering project usually involves the civil, structural, piping, electrical, and mechanical disciplines, as well as other technical disciplines. The different disciplines produce their drawings and designs, which have to be examined by others to avoid any misunderstandings or conflicts.

A contractor then creates detailed shop drawings and requirements based on the drawings/designs, which are ultimately distributed to the construction team. Before construction, the majority of construction designs and documentation need to be approved.

For a project to succeed, each drawing/document has an essential role.

There are several types of engineering documents...

  • The specification refers to the design parameters and standards required by the client. EPC contractors use project specifications to prepare material submissions for procurement.

  • Typical quality control documents include Requests for Information (RFIs), Change Orders and Inspection Reports.

  • Emails, memos, minutes of meetings, and others should be archived and recorded for future reference.

  • If there is a dispute in the future, documents such as progress photos must be preserved for future reference.

In the execution phase, drawings and documents must be managed properly and effectively. As a result, some type of document management system is crucial to engineering projects.

Why the need for document management for AEC Industry?

Document Management Systems, or DMSs, cannot be used to manage drawings and documents in engineering projects. DMSs simplify communication between stakeholders in different locations by eliminating the need for travel or couriering of documents. Instead, vendors can upload documents to the DMS.

Iteration and attrition are always there. This way, even if a single person is not present, all of the documents and correspondence are still available to you. DMSs securely store documents so they can be accessed anywhere and at any time by all stakeholders. Copyright and private information are protected when they are stored in a document management system (DMS).

An effective DMS enhances transparency and accountability. Document Management Software may simplify the identification of documents with unique document numbers, version references, and other attributes, such as package numbers, areas, levels, etc.

Drawings and documents can be indexed using predefined qualities, making it easier to retrieve them in the future. DMS provides the ability to define Document Work processes. These begin with document generation and continue through review, approval, and use. To verify that the quality management process is being followed before the drawing/document is sent to the next stage, the role and resource responsible for each activity in the process can be identified.

A document commenting feature, where comments are added to a document as it is reviewed, is an important feature of a DMS that facilitates efficient collaboration. The information about the comments is recorded in a comment resolution sheet. An audit trail of all comments can be kept in the system.

As part of the DMS Access Control System, you can specify the purpose of each issue (approved, refused, approved with comments, etc.) as well as the approval state (approved, refused, approved with comments, etc.).

You can submit standard documents to clients or receive documents from suppliers using standard document submission methods such as transmittal sheets. Using a transmittal sheet, all documents can be listed along with their issue purpose and age, so that documents can be approved or rejected within a certain period.

Document Management Systems can be used to control internal documents. A paper is protected from unauthorised editing and revision as soon as it has been accepted. The only way to make changes is to obtain approval. The DMS can both keep track of documents and provide an audit trail. The previous version of a document, as well as all comments, are stored when it is revised and submitted. It is possible to save audit traces of previous revisions.

Documents can be retrieved by authorized users by searching based on document attributes or document content, as is possible with a DMS. The correspondence management feature of a DMS is effective since all correspondence, such as RFIs and inspection requests, are recorded in the system with the entire thread of interaction. You can use QR codes to verify a document's legitimacy in a document management system.

What is Engineering Document Management then?

With an engineering document management system also called EDMS, organizations can manage engineering project documentation, document security, file distribution, and collaborate across multiple file types and supports all features of a standard document management solution.

An engineering document management system is an efficient way to locate, organize, and manage the complex engineering documents that exist in AEC (Architecture, Engineering & Construction) firms, such as CAD files, drawings, designs, technical documents, and communication documents.

It is difficult to search and retrieve information from files created by AEC firms due to their number, size, and complexity. Security, retention, and workflow are frequently a concern of AEC firms. Using Workflow and Document Management, you can create a safe repository by automatically identifying reference files, viewing them integrated, and adding annotations.

Because of the intuitive design, engineering teams can handle workflows and documents in real-time, eliminating bottlenecks in your company's workflows. The version control system automatically updates project files when they are updated. Using digital signatures and audit trails will eliminate errors and prevent illegal activity.

Managing engineering documents effectively and efficiently facilitate cross-team collaboration. Using the Send/Submit capability, engineers can streamline paper transfers, while audit trails assist in keeping track of changes as they occur.

The Version Control service improves productivity in the AEC industry by automatically updating documents when they are revised. This ensures that viewers always view the document's most recent version.

What differentiates engineering document management and how?

The benefits of design collaboration include reducing rework, increasing productivity, and speeding up projects. Make design documentation into a robust and project-based record to collect and manage design files across all teams.

The core differences are...

Design Team Coordination

Keep track of your design processes from start to finish to get a holistic view. Sharing curated packages with strong constraints will make it easy for you to manage how the project team consumes design data. Automated design and coordination workflows, end-to-end communication, and widespread responsibility are all enabled with a single source of truth. Connect with teams from anywhere in the world to share 3D files, shortcuts, and xrefs for civil infrastructure projects. Teams can securely share 3D files of plants.

Design changes need visualizing

It is easy to visualize and contextualize design modifications by project phase, team, or building level. Ensure that shared design data is examined before adoption to determine if any new design knowledge can affect ongoing work. You can view changes in real-time, manage permissions, and keep your teams in sync. Rich visualisations of the aggregated project model allow you to see how design changes affect the project’s current state. Before sharing the model, reduce rework and non-recoverable expenses.


In real-time, markups allow users to communicate questions, modifications, and other information about project drawings and models to facilitate decision-making. Measurement tools can be used by members of the project team to verify areas and dimensions. By arranging project drawings and linking them to the rest of the project drawings and documents, document managers ensure that the entire set of construction documents is available to the team.

Markup Callout can be used to quickly and efficiently comment or markup drawings. The Document Management module allows you to open a 2D or 3D document. Using shapes and text fields, you can mark up the document. You can view the markup as public (shared with everyone) or private (visible only to you).

View all markups by selecting the markup icon. Select the file to attach to the markup.

Let us Wrap up.

The efficiency of engineering teams who use free or out-of-the-box document management systems is significantly impacted as well as change management, workflow processes, and document version control (to name a few things).

Money can be wasted, efficiency can be reduced, safety may be compromised, and there can be a skills gap when long-serving staff retire, taking their tribal knowledge with them, and new hires seek opportunities that offer more efficient and modern technology. This cannot affect your company.

Make sure your EDMS is designed specifically for your needs. If you are looking for a document management system proven to keep companies on top of their technical paperwork, DXSolution is a perfect choice. are committed to assisting businesses at every stage of the project lifecycle, we help businesses achieve success.

With our software solution, you have a high-performing EDMS and can adapt to your business's needs. Since we value your time and money, we won't offer you solutions you don't need.

Explore the effects that EDMS can play on corporate success offered by us. Contact us, ask for a demo and we will be happy to assist. We invite you to follow both our page and the hashtag #dxsolutionadvisor on LinkedIn.


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