Streamlining Engineering Document Management with DAM

For engineering jobs, there is a lot of complicated paperwork that needs to be kept up to date, shared, and organized. This can be hard to do and takes a lot of time with paper-based methods. There are now digital options that can help make managing engineering documents easier.

A digital asset management (DAM) system is one way to do this. A DAM system is a piece of software that lets you store and organize digital files in one place, making it easy to access files on any device. DAM software is especially helpful for engineering and building projects that make a lot of technical files.

This blog post will discuss how a DAM system can make managing engineering documents easier than outdated paper methods. We will discuss ioMoVo’s digital asset management platform and how engineering companies can use it to their advantage.

Problems with Engineering Documentation

A lot of technical files are often needed for big, complicated projects in areas like infrastructure, manufacturing, utilities, and construction. These files need to be kept in order so that various teams can easily access them, and for a long time, sometimes decades for big infrastructure projects.

Some problems that often happen with old file servers or paper-based methods are:

• Disorganization: It's hard to keep track of files on a computer or on paper that are spread out in different folders. Sometimes, important papers get lost or put in the wrong place.

• Version Control: It can be hard to keep track of the most recent version of drawings and ensure that all papers are lined up correctly. Versions that are too old may be used by accident.

• Collaboration: Using paper or email to share files between project teams in different places or on-site takes a lot of time.

• Searchability: It's difficult and time-consuming to find a specific document in a pile of paper files or folders just by looking at the file name.

• Workflow Bottlenecks: Important paths get stopped while they wait for approvals or file handoffs on paper or shared drives.

• Access From Mobile Devices: When field teams are not in the office or at the computer, they can't access many files.

• Compliance with Regulations: It's hard to show document control and audit trails for compliance when paper or file systems aren't ordered.

• Lifespan Management: It's challenging to keep up with and track a set of documents over the course of a 50–100-year project lifespan.

By putting all your data in one place, a purpose-built DAM system can help you deal with these problems. Processes are simplified by features like versioning, tagging, approvals, and rights. We will examine this in more depth below.

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Digital Repository in One Place

One huge benefit of a DAM platform is that it gives you a central location to store all your digital project paperwork, so you don't have to rely on paper or different file locations. Instead of having multiple hard copies or digital copies, files are only uploaded once to the system.

This single repository makes things more organized and in order. With files, you can organize your documents in a way that makes sense for your project. For instance, files for every stage, subject, work package, or set of drawings.

Metadata Tagging

Strong metadata tagging is another key capability. They can add tags for things like the type of file, the author, the status, the date, the work package, the field, and more. With this extra layer of classification, a bunch of random files becomes a library that can be smartly searched.

Out of thousands or hundreds of thousands of documents, users can quickly locate the exact one they need by searching by tag criteria or term. No more spending hours going back and forth between folders or flipping through loose paper.

Version Control

DAM systems are great at version control because they let you check in and out documents, see the history of versions, and compare two documents side by side. People who are allowed to can see all a file's versions in order, along with information about who changed it and when.

This makes managing changes easier and ensures that everyone works from the most recent version of the plan. It keeps problems from occurring because of old information. IoMoVo's system uses versioning rules to make sure that the quality of documents stays high over time.

Look at the Files

When files are uploaded, the DAM system shows what's inside them without the original app being used, making it faster to find useful files during a search. Users can quickly find the versions they need by filtering results and previewing files right from the search results.

You can work with previews of form designs, 3D models, videos, and other file types before you download the whole thing. Some viewers let you do simple things like measure and make notes right from the previews.

Workflow and Collaboration

It is now easy to access documents from anywhere on any device. There is a single point of truth that all project teams, whether they are in the office, on the job site, or working with a third party, can use.

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DAM systems help people work together by offering tools like:

• Checking in and out files to edit them

• Commenting on versions

• Assigning tasks and sending notifications

• Approval workflows

• Setting access rights for each person or group

These make multi-party reviews easier, keep track of work, and ensure that workflows follow the rules set by the company.

Compared to old ways of managing engineering data, these are some of the main things that a DAM solution can do to make things more organized and efficient. Now, let's look at how ioMoVo directly deals with these issues.

Digital Asset Management with ioMoVo

IoMoVo is a London-based company that has developed an enterprise-grade DAM system focused specifically on the needs of construction and engineering firms undertaking complex infrastructure and facilities projects.

Rather than a generic file management system, ioMoVo understands the types of files, workflows, and regulatory demands that are involved. Their platform includes features tailored for:

• Engineering design documentation like drawings, specifications, calculations

• Construction documentation including photos, RFIs, submittals, issues tracking

• Commissioning records such as manuals, turnover documents, as-builts

• Facilities management of longer-term O&M documentation

Read also : Managing Production Assets in Manufacturing with DAM Solutions  

Some key capabilities of their DAM solution include:

1. Intuitive User Interface

The interface has familiar folder hierarchies and search capability for easy adoption. Forms-based metadata supports consistent input. Users can personalize dashboards.

2. Scalable Repository

Stores unlimited files and manages petabytes of data. Seamlessly supports projects from conception through decades of facilities management.

3. Built-in Security

Granular access controls protect sensitive project data. Supports various permission models common in engineering like viewing vs. editing. Audit trails track all user activity.

4. Design Data Integration

Directly connects to Autodesk design tools via APIs for immediate access to native CAD, Revit, and Navisworks files from the DAM. No importing/exporting.

5. Forms & Inline Editing

Customizable forms facilitate controlled input of records like submittals, issues tracking, commissioning data. Some fields allow direct edits without external applications.

6. Automated Processes

Features like scheduled file export, automatic file conversions on upload, and drag-and-drop workflows streamline routine documentation tasks.

7. Advanced Search

Powerful criteria-based search examines all metadata and file content for precision. Results can be filtered, bookmarked, and exported.

8. Mobile Access

Responsive design and native mobile apps provide the full feature set on any iOS or Android device for field personnel.

9. Compliance Dashboards

Customizable views and alerts help manage conformance to standards like ISO 9001, 14001, 45001, and construction industry schemes.

10. APIs & Integrations

Open APIs simplify two-way integration with third-party systems for automated data exchange like ERP, QA/QC, facilities, and management software.

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Engineering Design Documentation

A core use case is centrally managing 2D/3D design files, specifications, and calculations generated during the design phase. By linking directly to Autodesk tools, engineers always access the newest design iterations without version mismatches.

Teams can collaborate simultaneously while maintaining a single source of truth. Drawing packages are meticulously organized yet immediately searchable, speeding up deliverables while ensuring quality and coordination across disciplines.

Consolidated document management also eases compliance with standards like ISO 9001. Firms demonstrating process controls gain a competitive advantage. Clients benefit from transparency in the quality assurance and control processes.

Construction Documentation

IoMoVo supports full management of on-site records such as RFIs, submittals, issues tracking, site photos, test/inspection reports, equipment data packs, and more. Field personnel can directly enter and upload documents using mobile apps.

Automated workflows route records through approval stages. Permissions control visibility to keep sensitive construction information secure yet accessible. Versions track changes to manufactured items or installed conditions.

Integration with partner systems facilitates digital handovers. Punch lists and closeout documentation are methodically compiled and organized for easy client certification and handover. This sets the stage for future facilities management.

Read also : Improving Manufacturing Efficiency with Digital Asset Management

Conclusion

Digital asset management provides clear benefits for streamlining engineering documentation over paper-based systems and basic file servers. A tailored DAM platform like ioMoVo addresses the specific needs of construction and engineering firms managing large volumes of technical documentation through all project phases. By centralizing files in a structured repository, crucial information becomes organized, searchable, and accessible to project teams regardless of location. Workflow features allow compliant processes to be followed.

Over the long lifecycles of infrastructure assets, a DAM system maintains a single source of truth and audit trails for decades into facilities management. For engineering companies seeking an integrated documentation solution, ioMoVo delivers the capabilities to systematically control documentation, collaborate effectively, and demonstrate quality assurance - gaining competitive advantages in today's marketplace. Their cloud-based system provides a future-proof investment for growing portfolio demands.