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Solving Engineering Document Management Problems Part II
Learn how iSummation Engineering / CAD document management solution solves the common problems faced by engineering companies Ever increasing file types and volume There is virtually no end to the numbers and formats of files that are produced in an average projects. With a variety of file processing tools used one needs a management system that can handle any file type in the world. A similar requirement exists in the file numbers. There should be no limitations on how many files the document management systems can store and manage efficiently Solution Our Document Management solutions allow you to store ANY file format in the system. It supports all spatial data formats like point cloud files, CAD drawing files, Microsoft word documents or any file type that you use. A similar freedom exists in file numbers. The database of our document management solution is robust and scalable to adapt to the increasing data and file volume. The application performance is completely unaffected even if millions of files exist in the database. Document security and access management are mandatory for any project but the requirement are even more complex and stringent in case of project data management. The files need to go through multiple people and departments for various processing needs. Then need to be ported securely across various locations. Secure views by clients and other stakeholders at remote locations are required. Solution Document security is and access management are the core areas of focus in our DMS solution. An administrator or the project manager is provided complete control over the routing and rights management of the various documents of a project. He can define the rights on the files through various workflow stages (read more on the workflow). The access rights of a user change once the file passes his level. (Read more on the elaborate access management implementation here). Clients are offered read only views over secure connections. All data transfers are encrypted to ensure data security. It is unrealistic to expect that all projects can be managed from a single location. Clients are based at different locations a lot of data needs to be ported form remote client locations to the data processing experts. The data is usually large and highly secure. Porting the data is often a pain to the data volume and security concerns. The processed data then travels through multiple locations and is accessed by different people across the globe. A global data delivery model is a mandatory requirement for any engineering project data management software Solution Web enabled document management software is the apt solution for the requirements of global data delivery in engineering document management. We have developed a web based document management system that is highly secure to ensure safe and optimized data portability and data views. A Smart Data Transfer technology is used so that porting, file upload and download is no longer a pain. Files can be stacked for upload, data transfers can be paused and resumed transfer priorities can be set (Read more on smart data transfer). Clients, engineers, project managers, scanning operators and other stakeholders can access data hassle free. Users related to project constantly need to be updated on the status of the document. They need to know whether they are required to review a document or any changes they performed are approved or not. All activity related to new file uploads etc needs to be monitored by project managers. The Document management system needs to be tightly integrated with the user messaging systems, emails or SMS etc. Solution Our document management software comes with an internal messaging service which is integrated with the Data Management software. This allows the logged in users to communicate with the other users using e-mails without having to use an external mailing tool. The messaging service interface is similar to regular e mail interfaces. The DMS software can also be integrated with short messaging services. This ensures that the concerned users are sent a message at pre-specified event in the workflow. For example a Project Manager receives a message when a file is modified and processed by a processing operator or when a file is uploaded from client location by a Scan operator. Customizations and Web Services integration There are several requirements that are unique to an organization and cannot be justified in standard document management products or solutions. Similarly organizations work with a variety of software and hardware tools that need to be synchronized with the Document management system to produce effective results. 1 | 2 For simpler electronic document management software needs, review our other Document management Software DMSLite www.dmslite.com. An online document management system developed for small and medium scale organizations, it ensures fast and easy electronic document management in your budget More useful features: Read on more about features like audit trails, data restoration, Reporting tools etc. Further Reading DMS Home – Resources on engineering document management software Quick feature list – A summary view of all the DMS features 
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