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The importance of document management in engineering projects

The importance of document management in engineering projects

If there is something that characterizes engineering projects, are the details. From the smallest to the greatest projects, it is possible to find items like: list of materials, contracts (or bids), drawings, exchanged emails and more. The amount is such that, without proper document management, your entire project could be seriously compromised.

This topic has already attracted the attention of entrepreneurs and engineers across Brazil. in the end, technology introduces new features every day to optimize the production flow and make daily operations more secure.

Nonetheless, this is a subject that still goes unanswered by many of the professionals involved with the strategic part of large engineering projects. The reasons are simple: the charge for productivity and quality, the deadlines etc.. Anything can contribute to document management being far behind on these professionals' priority list.

Which, nowadays, can be a huge mistake. And we'll explain why:

The complexity of engineering projects

far beyond calculations, Large engineering projects carry a demand from their stakeholders: clear communication, constant and stable.

This is how the parties involved hope to have access to the countless documents that are produced. They also want to stay on top of the changes made., of purchase requisitions, of open or closed contracts.

In these projects, accountability must be constant. That is why, communication takes on a strategic role: make the processes go as agreed..

Furthermore, large projects need to be aligned with all their documentation to facilitate inspections and revisions. These steps are often rigorous., therefore, it is essential to be in compliance.

fact is that, in large engineering projects, the most effective way to promote democratic communication between stakeholders is with up-to-date documentation.. without that detail, the entire project suffers with dire consequences..

The mismatch of information causes friction between the parties, delaying work in the most diverse spheres. in the end, the result is distrust of customers (as the process appears to be unsafe) and the increase in costs.

Document management: essential in engineering projects

Document management is a modern method to simplify work management, and not just in the projects part., but end to end. From order to final delivery and after-sales.

This management has criteria that seek to organize the workflow of a project, ensuring that each document is unique., easily traceable and accessible to interested parties. One of the goals is also to facilitate audits.

With this solution, in addition to the stakeholders having dynamic communication with each other, it is possible to meet the criteria of the ISO standard, for example.

It's worth remembering that ISO certifications contribute to your company, as some customers may require these standards to be followed in their engineering sector even before closing a new deal.

And within the project, the document management solution offers much more freedom for your team. With innovative features, own of each tool, it is possible to take advantage of several benefits.

see some!

The benefits of a document management tool

Manual management has its value, but it is undeniable that to remain competitive, nowadays, engineering companies need to adopt technological solutions.

A document management tool does just that.: helps your business stay ahead of the competition, serving as a cornerstone for a polished work process, that is efficient, agile and secure.

For those looking for a document management tool, the benefits are many. What:

  • Research and Organization: The organization of documents in a structured and hierarchical database facilitates searches, which can be done by name or with specific filters.
  • Automated Workflow: Applying a document management solution also means standardizing processes, relying on technological capabilities so that some functions are automated (sending a list of materials to the responsible sector at each update, for example).
  • Reduction of Human Errors: By automating certain tasks, the risk of errors drops. Furthermore, the team will have more time to focus on their tasks and reviews, strengthening the entire production and strategic process.
  • Improved Communication Process: A complete and shared digital environment, which facilitates access to the most diverse documents and allows revisions and other crucial actions for the project to have more productivity.
  • Work Cost Reduction: Finally, economy. without so many risks, the possibility of losing money on delays, failures or problems involving documents (issue, storage, review etc.) quit.

The advantages of digitization

Another possibility of some modern document management tools is scanning.

In engineering companies, it is common for the design sector to keep old drawings saved for consultation and learning. Furthermore, other sectors may keep paper contracts on file, as well as other memories (inspection photos, for example).

The problem is that the time factor can be cruel with these materials., wearing them down to the point of becoming undecipherable. the paper crumbles, the ink clears and sometimes even termites appear. Then, all the value that these drawings and documents had is lost.

To solve this problem, there is the digitization: a method of digitally scanning and archiving documents such as blueprints and memories, creating complete map libraries in your database. That is, an efficient way to protect your company's assets — as well as making it easily accessible for the next generations of employees.

Document management is a crucial point for engineering companies that seek to add technological and quality solutions in their process. with the right tool, you leverage the capabilities of your project sector and facilitate all team communication.

You became interested in a tool that does all this for your management? Contact our experts and learn more about the Collaborative!