Document management systems are a vital pillar in the engineering world. This modern tech has streamlined the way engineers store, retrieve, manage, and modify documents. And for engineers, especially in industrial and product manufacturing, leveraging the best document management system can be the difference between a project’s success, setback, or – at worst – failure.
These systems are quite literally shaping modern engineering as we know it.
As the Harvard Business Review points out, automation is transforming industries of all kinds – and engineering is no different. At Hagerman, we provide support for our customers on how to navigate this tricky world, guiding them on not only what systems to use, but how to use them.
Because when you get it right, integrating a document management system with a CAD system creates a more synchronized environment. This encourages better collaboration, enhances data security, and ensures compliance with industry regulations.
If you’re wondering what are the best document management systems, whether your engineering team needs a document management system (DMS), or if it's worth the investment, let's get straight to the point.
Here are four key ways a DMS can pay for itself once it's implemented and operational:
Say goodbye to the tediousness of manual document handling. A DMS automates the organization of engineering documents, significantly cutting down on time spent managing files and revisions. This means more time for your team to focus on innovation and less on paperwork.
A DMS isn't just about storing files; it's about making your entire project workflow smoother. From easy document access to streamlined approval processes, it ensures that your project management is as efficient as your engineering.
Collaboration is key in engineering. A DMS offers a unified platform for real-time document access and editing, keeping your team in sync and on track, regardless of their physical location.
With a DMS, you're not just managing documents; you're gaining insights. Track progress, identify bottlenecks early, and ensure compliance effortlessly. It's not just about document management – it's about project intelligence.
Implementing a DMS in your engineering workflow not only streamlines document management but also transforms how projects are executed, collaborated on, and analyzed, making it a valuable asset in achieving efficiency and quality in engineering endeavors.
But before we get into the details of what are the best document management systems, let’s break down what to look for in one. As the manufacturing industry has gone digital, picking the right system is a strategic decision that can greatly impact the efficiency of any engineering process.
Here are some variables to keep in mind:
Hagerman & Company specializes in connecting the dots between your needs and the right document management system. Let’s discuss some of the best document systems on the market.
Best For: Engineering teams seeking a comprehensive solution for product data management with strong version control and integration capabilities.
In terms of product data management, Autodesk Vault has some of the best document management support systems. It’s a specialized solution that supports engineers in handling the sea of data and documentation generated during product or building development. From design through manufacture, Vault ensures that the integrity of your data is maintained, version control is seamless, and team members have access to the most current files.
Best For: Architects, engineers, and construction professionals seeking a unified document storage and collaboration platform.
For those who shape the world’s skylines and help build our buildings, Autodesk Docs offers cloud-based document management. Catered towards engineers in architecture, engineering, and construction (AEC) alongside construction engineers, Autodesk Docs helps improve external workflows and foster collaboration across your project’s lifespan.
Best For: Innovative engineering teams looking for a cloud-based solution to manage the entire lifecycle of their products, from design to manufacturing.
Fusion 360 Manage with Upchain offers a platform that combines product lifecycle management (PLM) with cloud-based flexibility. It's tailored for teams that need an all-in-one solution for managing design data, product information, and collaborative workflows.
Best For: Large engineering enterprises requiring a robust, integrated solution for managing complex product data and processes.
Vault PLM stands out for its ability to manage the complete lifecycle of a product. It combines the power of Vault Professional with Fusion 360 Manage, making it a go-to for businesses that require a deep level of control and integration in their document management system.
Best For: Organizations in asset-intensive industries where compliance and centralized document control are paramount.
Meridian software is specifically tailored to meet the document management needs of manufacturing plant engineers. It excels in managing asset documentation within a single, easy-to-access repository.
Best For: Individual engineers and small teams looking for a no-cost, no-frills, familiar system for basic file storage and organization.
Windows File Explorer, a staple of the Windows operating system, is often the go-to for basic file storage and organization. While it offers a familiar interface at no cost, its simplicity becomes a hindrance in complex engineering environments where advanced document management is required.
Despite its ubiquity in Windows systems, Windows File Explorer's limitations in version control, collaboration, security, and search capabilities make it less suitable for engineering document management, particularly in scenarios where complex data handling and secure access are critical.
Best For: Small engineering teams or solo practitioners needing accessible and user-friendly document storage and sharing.
Google Drive offers a user-friendly and accessible platform for basic document collaboration and sharing, making it a popular choice for engineers and teams who value simplicity and integration with Google Workspace tools. Its cloud-based nature ensures accessibility from anywhere, streamlining basic collaborative efforts.
Best For: Individuals and small teams in need of simple cloud storage and file synchronization.
Dropbox offers a streamlined solution for basic document management, ideal for individual engineers and small teams who prioritize ease of use and straightforward file sharing. Its user-friendly platform excels in simple cloud storage needs and synchronization across devices, making it a go-to for quick, basic document access.
Best For: Businesses already using the Microsoft Office suite, looking for a document management system built by Microsoft.
Microsoft SharePoint excels in integrating with the Microsoft Office suite, making it a favorable option for organizations already using Microsoft products. However, its utility in engineering contexts is limited due to several key factors.
Best For: Individual engineers and small teams looking for easy integration with Office 365 and straightforward file sharing.
OneDrive is a convenient solution for engineers needing basic document storage and sharing, especially those already working within the Office 365 suite. While it offers a seamless user experience and easy access, its capabilities in handling the complexities of engineering document management are limited.
The best document management system for engineers is one that aligns with the specific demands of your industry – and also enhances collaboration while integrating with existing tools. With the many options available, finding the right fit can be daunting. But we’re here to help.
At Hagerman & Company, we empower engineers to work more efficiently with our document management consulting services. We help you understand the tools you need, what are the best document management systems, and how to use them best.
Let’s talk about reaching your engineering potential. Learn more about how we can help today!