What Is an Engineering Document Management System?

An engineering document management system (EDMS) is an automated system for organizing, searching, viewing, securing, and sharing digital engineering-related file types.

 

Small businesses and large enterprises use document management software to carry out day-to-day business operations. Such operations are typically document-centric and require either the review and revision of files, the retention or archiving of files, or the creation of audit trails. It can also serve as a substitute for traditional document management processes that require the use of paper documents. EDMS provide capabilities and functionality beyond traditional paper-based systems or home-grown spreadsheets and databases.  Primary benefits include an increase in productivity, reductions in rework and search times, and enhanced security.

 

Cloud Implementation

What Is an Engineering Document Management System and Why You Need It

2:50 min

We provide an engineering document management and workflow solution, without needing to download software. Users employ their browser on any device, including laptops, tablets, and smartphones (no mobile app needed).

Watch now 

Benefits of an Engineering Document Management System (EDMS)

Productivity

Electronic Document Management Systems (EDMS) give workers the flexibility to complete projects without having to spend time focusing on the menial tasks associated with traditional document management procedures, including searching and finding files, making sure the files are the latest version, distributing files to others who may need them, and filing updated documents. Using digital files removes most of the paper documents from business processes, increasing project efficiency and productivity while helping organizations save on time spent filing cabinet office space and save on fees towards paper costs, and printer ink.

 

Scalability

Document management software supports scalable growth in small to medium-sized businesses that have seen a massive explosion of digital and paper files, as well as those handling a large number of projects and locations of larger enterprises. Scalability is important in both business and engineering contexts where users must have access to project files wherever they are, whether working from home, at the job site, on the production floor, at the customer, or in their office.

As an entity increases in size, so does the number of digital files it manages. If an organization isn’t prepared to manage this growth efficiently and effectively, it is bound to see obstacles appear, reducing their ability to grow as an organization. Document management systems, like ImageSite, are completely scalable and allow organizations to handle thousands or even millions of documents. As the number of users grows, so does the system, allowing as many users as the organization requires.

 

Efficiency

Working in a professional environment doesn’t mean you have to sacrifice convenience. In fact, in the professional world, convenience is often called “efficiency.” Every day the number of telecommuters grows and so does the need for convenient and secure access. Nowadays, it’s not often we see office workers and engineers collaborating in a single office space, so it simply makes sense to give system users the ability to work from their desired or necessary location. This, in turn, helps companies prepare themselves for growth or a global disaster, such as the 2020 COVID-19 crisis.

Cloud document management systems also support cross-functional collaboration by enabling users to access their documents and workflows using different operating systems, such as Mac OS, Windows, or Linux. With the need to use mobile devices, such as tablets and smartphones, today’s users also need to get to their digital content regardless of where they are and what platform they are using, so access through mobile devices is essential.

 

Security

Information Technology departments are now always involved in application decisions, and top of mind is system and data security. In the mid-2010s, security breaches plagued the headlines, bringing to light the vulnerability of even the most well-secured organizations. The majority of these security breaches can be prevented by implementing basic security protocols.

When it comes to information security, document management systems provide employees with an added layer of protection. DMS solutions manage and control files in more secure locations than local computer drives or even network shares, allow users to manipulate files without downloading the files for viewing, editing, and printing, and by providing links to files rather than sending out the actual files. In addition, for users employing mobile devices, document management systems can even encrypt files stored off-line on the devices. Organizations such as NIST, DoD, the State Department, and ISO, have defined strong guidelines for sharing information and IT departments should require EDMS solutions be compliant with those standards.

 

Enhanced Compliance

A Cloud document management system uses its robust server and storage capabilities to ensure compliance with some of the most stringent regulations. Organizations such as The National Institute of Standards and Technology (NIST) promote innovation and competitiveness by providing companies dealing with the government with standards for best security practices. (NIST security standards are considered the defacto standards for IT security for many industries.)  Engine-Box meets standards such as all 14 Security Categories specified in NIST SP 800-171, so much in fact that NIST themselves trust eQuorum to handle their own files and documents.

NIST urges organizations to employ “least privilege” for specific duties, meaning that processes don’t operate at levels higher than necessary to complete an organization’s mission. Engine-Box provides enterprises with multi-level control over which employees can access files, the capabilities of each user has in relation to a file, and audit trails of actions taken. This functionality isn’t exclusive to Cloud systems; however, it is certainly good to know that they can secure files much in the same way on-premise solutions can.

 

 

What is the difference between an eDMS and an EDMS?

An electronic document management system (eDMS) is a type of software that stores, organizes, and manages documents in the form of electronic files for an organization. This system works best for documents that do not undergo much change, such as legal files, financial reports, marketing collateral, and scanned posts. An engineering document management system (EDMS) is a type of electronic DMS focused specifically on an organization's engineering drawings, documents, and data.

What is the Cloud?

The Cloud refers to software that employs the Internet as opposed to a local corporate server or on your local device and can be accessed using your Web browser. Rather than storing your files on your device, Cloud systems store files and data on various servers across many data center locations throughout the world.

Cloud EDMS vs EDMS

Unlike an on-premise system, a Cloud document management system doesn’t require you to supply or maintain your own servers, helps manage CAD drawings, documents and workflows and integrates with major CAD applications like AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX.  This technology solution is a game-changer for many businesses and engineering firms as it is a less expensive, more secure, and more scalable solution.

Our engineering workflow and document management solutions are built in HTML5 so there is no software to deploy to user machines.

 

 

 

What is an Engineering Document Management System?

An engineering document management system (EDMS) is an automated system for organizing, searching, viewing, securing, and sharing digital engineering-related file types.

 

Small businesses and large enterprises use document management software to carry out day-to-day business operations. Such operations are typically document-centric and require either the review and revision of files, the retention or archiving of files, or the creation of audit trails. It can also serve as a substitute for traditional document management processes that require the use of paper documents. EDMS provide capabilities and functionality beyond traditional paper-based systems or home-grown spreadsheets and databases.  Primary benefits include an increase in productivity, reductions in rework and search times, and enhanced security.

 

Cloud Implementation

What Is an Engineering Document Management System and Why You Need It

2:50 min

We provide an engineering document management and workflow solution, without needing to download software. Users employ their browser on any device, including laptops, tablets, and smartphones (no mobile app needed).

Watch now 

Benefits of an Engineering Document Management System (EDMS)

Productivity

Electronic Document Management Systems (EDMS) give workers the flexibility to complete projects without having to spend time focusing on the menial tasks associated with traditional document management procedures, including searching and finding files, making sure the files are the latest version, distributing files to others who may need them, and filing updated documents. Using digital files removes most of the paper documents from business processes, increasing project efficiency and productivity while helping organizations save on time spent filing cabinet office space and save on fees towards paper costs, and printer ink.

 

Scalability

Document management software supports scalable growth in small to medium-sized businesses that have seen a massive explosion of digital and paper files, as well as those handling a large number of projects and locations of larger enterprises. Scalability is important in both business and engineering contexts where users must have access to project files wherever they are, whether working from home, at the job site, on the production floor, at the customer, or in their office.

As an entity increases in size, so does the number of digital files it manages. If an organization isn’t prepared to manage this growth efficiently and effectively, it is bound to see obstacles appear, reducing their ability to grow as an organization. Document management systems, like ImageSite, are completely scalable and allow organizations to handle thousands or even millions of documents. As the number of users grows, so does the system, allowing as many users as the organization requires.

 

Efficiency

Working in a professional environment doesn’t mean you have to sacrifice convenience. In fact, in the professional world, convenience is often called “efficiency.” Every day the number of telecommuters grows and so does the need for convenient and secure access. Nowadays, it’s not often we see office workers and engineers collaborating in a single office space, so it simply makes sense to give system users the ability to work from their desired or necessary location. This, in turn, helps companies prepare themselves for growth or a global disaster, such as the 2020 COVID-19 crisis.

Cloud document management systems also support cross-functional collaboration by enabling users to access their documents and workflows using different operating systems, such as Mac OS, Windows, or Linux. With the need to use mobile devices, such as tablets and smartphones, today’s users also need to get to their digital content regardless of where they are and what platform they are using, so access through mobile devices is essential.

 

Security

Information Technology departments are now always involved in application decisions, and top of mind is system and data security. In the mid-2010s, security breaches plagued the headlines, bringing to light the vulnerability of even the most well-secured organizations. The majority of these security breaches can be prevented by implementing basic security protocols.

When it comes to information security, document management systems provide employees with an added layer of protection. DMS solutions manage and control files in more secure locations than local computer drives or even network shares, allow users to manipulate files without downloading the files for viewing, editing, and printing, and by providing links to files rather than sending out the actual files. In addition, for users employing mobile devices, document management systems can even encrypt files stored off-line on the devices. Organizations such as NIST, DoD, the State Department, and ISO, have defined strong guidelines for sharing information and IT departments should require EDMS solutions be compliant with those standards.

 

Enhanced Compliance

A Cloud document management system uses its robust server and storage capabilities to ensure compliance with some of the most stringent regulations. Organizations such as The National Institute of Standards and Technology (NIST) promote innovation and competitiveness by providing companies dealing with the government with standards for best security practices. (NIST security standards are considered the defacto standards for IT security for many industries.)  Engine-Box meets standards such as all 14 Security Categories specified in NIST SP 800-171, so much in fact that NIST themselves trust eQuorum to handle their own files and documents.

NIST urges organizations to employ “least privilege” for specific duties, meaning that processes don’t operate at levels higher than necessary to complete an organization’s mission. Engine-Box provides enterprises with multi-level control over which employees can access files, the capabilities of each user has in relation to a file, and audit trails of actions taken. This functionality isn’t exclusive to Cloud systems; however, it is certainly good to know that they can secure files much in the same way on-premise solutions can.

 

 

What is the difference between an eDMS and an EDMS?

An electronic document management system (eDMS) is a type of software that stores, organizes, and manages documents in the form of electronic files for an organization. This system works best for documents that do not undergo much change, such as legal files, financial reports, marketing collateral, and scanned posts. An engineering document management system (EDMS) is a type of electronic DMS focused specifically on an organization's engineering drawings, documents, and data. 

What Is the Cloud?

The Cloud refers to software that employs the Internet as opposed to a local corporate server or on your local device and can be accessed using your Web browser. Rather than storing your files on your device, Cloud systems store files and data on various servers across many data center locations throughout the world.

Cloud EDMS vs EDMS

Unlike an on-premise system, a Cloud document management system doesn’t require you to supply or maintain your own servers, helps manage CAD drawings, documents and workflows and integrates with major CAD applications like AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX.  This technology solution is a game-changer for many businesses and engineering firms as it is a less expensive, more secure, and more scalable solution.

Our engineering workflow and document management solutions are built in HTML5 so there is no software to deploy to user machines.

 

Cloud Implementation

What Is Engineering Document Management?

An engineering document management system (EDMS) is an automated system for organizing, searching, viewing, securing, and sharing digital engineering-related file types.

 

Small businesses and large enterprises use document management software to carry out day-to-day business operations. Such operations are typically document-centric and require either the review and revision of files, the retention or archiving of files, or the creation of audit trails. It can also serve as a substitute for traditional document management processes that require the use of paper documents. EDMS provide capabilities and functionality beyond traditional paper-based systems or home-grown spreadsheets and databases.  Primary benefits include an increase in productivity, reductions in rework and search times, and enhanced security.

 

Cloud Implementation

What Is an Engineering Document Management System and Why You Need It

2:50 min

We provide an engineering document management and workflow solution, without needing to download software. Users employ their browser on any device, including laptops, tablets, and smartphones (no mobile app needed).

Watch now 

Benefits of an Engineering Document Management System (EDMS)

Productivity

Electronic Document Management Systems (EDMS) give workers the flexibility to complete projects without having to spend time focusing on the menial tasks associated with traditional document management procedures, including searching and finding files, making sure the files are the latest version, distributing files to others who may need them, and filing updated documents. Using digital files removes most of the paper documents from business processes, increasing project efficiency and productivity while helping organizations save on time spent filing cabinet office space and save on fees towards paper costs, and printer ink.

 

Scalability

Document management software supports scalable growth in small to medium-sized businesses that have seen a massive explosion of digital and paper files, as well as those handling a large number of projects and locations of larger enterprises. Scalability is important in both business and engineering contexts where users must have access to project files wherever they are, whether working from home, at the job site, on the production floor, at the customer, or in their office.

As an entity increases in size, so does the number of digital files it manages. If an organization isn’t prepared to manage this growth efficiently and effectively, it is bound to see obstacles appear, reducing their ability to grow as an organization. Document management systems, like ImageSite, are completely scalable and allow organizations to handle thousands or even millions of documents. As the number of users grows, so does the system, allowing as many users as the organization requires.

 

Efficiency

Working in a professional environment doesn’t mean you have to sacrifice convenience. In fact, in the professional world, convenience is often called “efficiency.” Every day the number of telecommuters grows and so does the need for convenient and secure access. Nowadays, it’s not often we see office workers and engineers collaborating in a single office space, so it simply makes sense to give system users the ability to work from their desired or necessary location. This, in turn, helps companies prepare themselves for growth or a global disaster, such as the 2020 COVID-19 crisis.

Cloud document management systems also support cross-functional collaboration by enabling users to access their documents and workflows using different operating systems, such as Mac OS, Windows, or Linux. With the need to use mobile devices, such as tablets and smartphones, today’s users also need to get to their digital content regardless of where they are and what platform they are using, so access through mobile devices is essential.

 

Security

Information Technology departments are now always involved in application decisions, and top of mind is system and data security. In the mid-2010s, security breaches plagued the headlines, bringing to light the vulnerability of even the most well-secured organizations. The majority of these security breaches can be prevented by implementing basic security protocols.

When it comes to information security, document management systems provide employees with an added layer of protection. DMS solutions manage and control files in more secure locations than local computer drives or even network shares, allow users to manipulate files without downloading the files for viewing, editing, and printing, and by providing links to files rather than sending out the actual files. In addition, for users employing mobile devices, document management systems can even encrypt files stored off-line on the devices. Organizations such as NIST, DoD, the State Department, and ISO, have defined strong guidelines for sharing information and IT departments should require EDMS solutions be compliant with those standards.

 

Enhanced Compliance

A Cloud document management system uses its robust server and storage capabilities to ensure compliance with some of the most stringent regulations. Organizations such as The National Institute of Standards and Technology (NIST) promote innovation and competitiveness by providing companies dealing with the government with standards for best security practices. (NIST security standards are considered the defacto standards for IT security for many industries.)  Engine-Box meets standards such as all 14 Security Categories specified in NIST SP 800-171, so much in fact that NIST themselves trust eQuorum to handle their own files and documents.

NIST urges organizations to employ “least privilege” for specific duties, meaning that processes don’t operate at levels higher than necessary to complete an organization’s mission. Engine-Box provides enterprises with multi-level control over which employees can access files, the capabilities of each user has in relation to a file, and audit trails of actions taken. This functionality isn’t exclusive to Cloud systems; however, it is certainly good to know that they can secure files much in the same way on-premise solutions can.

 

 

Our engineering workflow and document management solutions are built in HTML5 so there is no software to deploy to user machines.

 

What is the difference between an eDMS and an EDMS?

An electronic document management system (eDMS) is a type of software that stores, organizes, and manages documents in the form of electronic files for an organization. This system works best for documents that do not undergo much change, such as legal files, financial reports, marketing collateral, and scanned posts. An engineering document management system (EDMS) is a type of electronic DMS focused specifically on an organization's engineering drawings, documents, and data. 

What is the Cloud?

The Cloud refers to software that employs the Internet as opposed to a local corporate server or on your local device and can be accessed using your Web browser. Rather than storing your files on your device, Cloud systems store files and data on various servers across many data center locations throughout the world.

Cloud EDMS vs EDMS

Unlike an on-premise system, a Cloud document management system doesn’t require you to supply or maintain your own servers, helps manage CAD drawings, documents and workflows and integrates with major CAD applications like AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX.  This technology solution is a game-changer for many businesses and engineering firms as it is a less expensive, more secure, and more scalable solution.

The eQuorum Customer Promise

 

In 2005, eQuorum developed the first all browser-based EDMS. The system, although for on-premise use, was still created to remove client software and JAVA from user computers and allow users to have a single viewer based on the simple navigation functionality of browsers. Today, eQuorum provides that same application in a private Cloud or a SaaS Cloud option.  We can do this because we are, and have always been, browser-based, understanding the enhanced speed, security, and usability of this technology.

With the abundance of document management systems on the market today, there’s no doubt that choosing the right Cloud document management software can be a difficult decision. eQuorum is here to provide a comprehensive, powerful, and most importantly – affordable Cloud document management solution. We believe in providing real value to our customers by eliminating unnecessary costs, providing industry-leading functionality, and equipping your team with the right tools using cutting edge technology to bring your products to market faster.

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eQuorum®

We specialize in engineering workflow and document management. Our comprehensive, yet easy-to-use software provides the solution to manage data from design to manufacturing and production, to sales, support and administration.

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