In today’s landscape, you often come across terms like the latest Electronic Document Management System (EDMS), cutting-edge engineering drawing control software, or advanced engineering drawing transmittal software. Claims about these systems working near miracles, such as streamlining workflows, maintaining tight control over deliverables, securing global data sharing, and simplifying collaboration, have become commonplace. Simultaneously, you hear about establishing a Single Source of Truth, the significance of managing engineering files, drawings, and documents, and the critical need for efficient document distribution to external entities like consultants, clients, vendors, and contractors.

It’s evident that all these claims hold true, whether you’re discussing a generic EDMS or a specialized Engineering, Procurement, and Construction (EPC) software like engineering drawing control or transmittal software. These systems undeniably offer immediate and tangible benefits for engineering organizations in today’s business environment. What might be less apparent is why these claims are valid, which boils down to the fact that this software provides the most effective long-term solution for rectifying some of the major mistakes engineering organizations often make. These blunders include failing to establish centralized data management, neglecting document version control, and underestimating the significance of workflow automation.

Now, let’s delve deeper into each of these mistakes:

1. Failing to Establish Centralized Data Management

While most project and data management systems help distribute files and documents for review, approval, and processing, only a centralized system can provide the Single Source of Truth essential for:

Managing document access at each workflow stage

Monitoring real-time document progress, including changes and versions

Automatically recording key decisions or changes that may impact the overall project timeline

In essence, centralized data management is the proven method for efficiently overseeing and safeguarding all project data across teams without requiring an extensive workforce, making the Single Source of Truth a practical reality.

2. Neglecting Document Version Control

Document version control has long been a significant pain point for engineering teams. In situations where versions were manually managed, the only apparent solutions involved adding more personnel or additional work hours—both suboptimal approaches. The truth is, that tracking and monitoring each document version is nearly impossible without an EDMS capable of digitally tracking drawings, documents, records, and the employees handling them. The issue isn’t solely the volume of versions but also how companies store these versions. Without a centralized system, employees may resort to storing files locally or on individual devices, leading to naming errors, numbering discrepancies, or update issues, resulting in lost or misused files. An automated version control system ensures that the system, not individual users, manages the versions.

3. Underestimating Automated Workflow Management

As your operations grow or experience changes in workforce size, teething issues inevitably arise. Many of these issues can be resolved or prevented by implementing a robust document workflow management system from the start. Such a system optimizes human resource utilization while eliminating human errors. In document-intensive processes like engineering, this targeted automation significantly impacts productivity and team morale. Users can now execute previously tedious and error-prone tasks, like copying, archiving, or renaming documents, with just a few clicks. The system serves as a reminder for the next workflow step. An automated workflow accurately records each document’s status throughout the predefined process, allowing managers to monitor real-time progress without the need to chase teams or individuals for updates. Thus, any bottlenecks or deviations can be promptly addressed to get the work back on track.

In conclusion, investing in robust engineering drawing transmittal software or engineering drawing control software presents a strategic choice for today’s engineering organizations. These tools offer the features required to manage data effectively, reduce labor costs, and improve workforce productivity. With various pricing models available today, such as subscription-based, cloud-based, phased, all-in-one, on-premises, and more, digitizing your engineering processes is easier than ever, regardless of your workforce’s size or your operational scope.

Mike Schaefer

With over 30 years of expertise in advanced software solutions, Mike Schaefer has served large and mid-size companies. His domain knowledge spans industrial sectors, with a primary focus on Energy, Oil & Gas, Manufacturing, Construction, and Transportation. Currently, Mike holds the position of Vice President of Sales, North America.