How To Simplify Document Management and Searching

Electronic document management systems (EDMS) include an array of features and capabilities that simplify the way organizations manage critical engineering documents and workflows. While these features are important, none are more important than the way it simplifies document management and searching for documents. The primary function of an EDMS is to help organizations remain organized when storing a large number of files and documents. ImageSite includes several ways to help organizations simplify document management and searching by providing the following system capabilities below.

Full Text Search

Full text search is a technique for searching a single word or string of text characters contained in a document or drawing. ImageSite’s full text search capability allows organizations to transition seamlessly from the paper world to the digital world. With this functionality, users can locate a file(s) or document(s) without knowing the specific file name or location. Users simply type a word or phrase, and the system locates the characters they are looking for.

Automatic Versioning

Document version control is the process by which versions of a file or document are managed. It helps workers understand which version is current and should be edited or submitted. Most operating systems include a rudimentary form of version control for files using the same name. This method is limited, as it does not ensure the files reside in the same location as the others and does not provide a way for users to locate back versions, or often even tell if they are the latest versions.

Conversely, the version control capabilities in ImageSite enable users to save files and documents using a specified versioning scheme - storing each version in the file’s version history. This allows versioning to happen per the organization’s specifications as often minor revisions to documents or drawings don’t require a full version increase. ImageSite makes it easy to locate the most current version of a file or document. If needed, workers can quickly locate back revisions of a file without needing to search through their computer for a file that may or may not exist.

Document Metadata and Advanced Search Filters

Document metadata contains valuable information about a file and can be used as the basis for a search within ImageSite. It can include descriptive information about a resource, reference information about the contents of a file, and more. ImageSite’s search filters allow users to investigate folders and documents using simple Boolean operators. It also enables organizations to filter search results using information such as the folder or file name, description, version, requesting company, discipline, status, drawing number, owner, project, and more.

File Directory Structure

ImageSite uses a Windows-like directory structure for visualizing the location of files, making it easy for workers to find files and documents within a given project they are familiar with. Since workers only have permission to access the projects assigned to them, there is less information to scan through ensuring they can manually locate a document quickly if a file has been misnamed.

ImageSite® and Engine-Box™

ImageSite and Engine-Box are designed to help engineering firms store and organize their files and documents while maintaining the highest degree of security. The system comes equipped with features carefully designed to boost efficiency and productivity. Both systems are highly scalable and equipped to secure thousands, if not millions of your company’s files.