DMS, EDMS, PDM, And PLM Important Differences To Know

We are in the age of information creation. Every day we create tons of data when we create a new file, send an email, or message our co-workers. With the increase in information creation, sorting through piles of data can be tedious. Where was that file that I worked on last month? It’s like finding a needle in a haystack. Systems were created to help manage all the information we create every day. This is a shift from the age of information creation to the age of information management.

For engineers, when looking for tools that help manage your information your search might include terms such as DMS, EDMS, PDM, and PLM. But what exactly do these acronyms mean? What is the difference? These are all important questions to answer to ensure you choose the right solution for your team.

What is DMS, EDMS, PDM, and PLM?

*CAD – Computer-Aided Design

Differences – Engineering Specialization

DMS, EDMS, PDM, and PLM are all solutions to information management that an engineering department or company might consider. They range in level of specialization as shown below. Starting from No DMS, to DMS, EDMS, and then PDM/PLM solutions. There is some overlap between EDMS and PDM/PLM because some EDMS solutions might contain PDM/PLM characteristics. This is explained more in following sections.

No DMS – No Additional Document Management System

The baseline of information management is the default file manager system such as File Explorer for Windows.

Some companies might take it a step further and share files using shared network drives. Although files are shared through network drives, I would still consider this to be in the No DMS group because files are still typically managed using the default file manager.

DMS – Document Management System

What is it?

The next step of information management for an engineering company might start with a Document Management System (DMS). A DMS can store Word, Excel, PowerPoint, or other company files that most companies would use. A DMS helps companies manage different versions of the same document, control who can see what files, and access files from anywhere.

From DMS, various solutions have branched out to meet the needs of different industries. For example, there are DMS solutions that focus on Finance, Accounting, HR, or Engineering.

What does it look like?

A DMS might include features such as:

• Version Control – Every time you use a document you can save a new version. You can go back to various versions of the same document without having to re-do work.
• User Management – You can control user access to different folders, document, or projects.
• Workflow automation – Automated document processing tasks.
• Web/Cloud based – Files are accessible from anywhere with an internet connection.

EDMS – Engineering Document Management System

What is it?

EDMS stands for Engineering Document Management System. EDMS is a DMS that can also manage engineering files and technical information such as Computer-Aided Design (CAD) files. An EDMS helps manage CAD file references and integrate with a CAD software. For an engineering company this is a software that can be used for almost all the company files.

Typical DMS solutions don’t include CAD file management up front - they might offer add-ins or extra packages that include CAD file management.

What does it look like?

An EDMS might include additional features such as:

• CAD file management – Managing CAD file references so that files stay connected.
• CAD software integration – Manage CAD files from within the CAD software.

PDM/PLM – Product Data Management/Product Lifecycle Management

What is it?

Product Data Management (PDM) and Product Lifecycle Management (PLM) were grouped together because, although they are different concepts, they are similar in their level of specialization. These ideas are mainly circulated around the manufacturing industry since they allow more control over the product development process. It is more important for a company manufacturing parts to have more control over their product data. Missing or incorrect information can be very costly in manufacturing.

A PDM system controls product data. For example, if someone is designing a part, there might be information such as the part number, supplier, or dimensions associated with the part. In a PDM system, this information tied to a product is controlled and managed.

PLM is the idea of managing all the information related to a product throughout the product life. From the initial idea, to engineering & design, manufacturing, maintenance, and retirement – all of the files and information tied to a product are maintained in a PLM. PLM is more of a concept than an actual system. EDMS solutions could also be used to fulfill the PLM concept, but it is more closely related to PDM since it typically includes BOM management and other more detailed PDM features.

What does it look like?

A PDM might include additional features such as:

• Bill of Materials (BOM) management – Being able to automatically create and manage a BOM.
• Engineering Change Notice (ECN) management – Automatically managing the review and release process of new parts.

A PLM might include additional features such as:

• Product lifecycle status – Setting a status and permissions based on the stage of the product life.
• Broader integrations – Integrations with other areas of the business associated with the product life.

Which one is for me?

As a company researching different information management solutions it can be overwhelming trying to identify the right fit for your team. It is important to focus on the real pain points that your company is experiencing. From there, you can identify solutions that have the features you need to solve those major pain points.

Consider how specialized of a solution you need. Are some of the features in the more specialized solution a must have or just a nice to have? Would you use the features in practice? Of course, with higher specialization typically comes a higher cost too.

There is often a trade off between control and flexibility as you dive deeper into specialization. You could have more control over your process and therefore more quality and consistency, but be less flexible in the way you work. Or you could have have a system that is flexible and allows you to work the way that fits your business, but has less features give you control over the process. The decision is ultimately one you need to make for yourself and decide which trade off is right for your business.

Make a Plan and Take Small Steps

It can be intimidating to invest in something that is going to be used every day by many people in your company. That is why it is important to make a plan and take small steps.

If you decide to invest in an information management solution, plan out what steps you need to take for a successful integration. Consider a few key steps:

• Gathering information on what type of files and software everyone uses.
• Appointing a person to lead the initiative and keep things moving forward.
• Identifying a team to test the software.
• Gathering a list of requirements split out by “must have” and “nice to have”.

It is important to start small so that your team can maintain confidence in achieving progress. Start the integration with a small team first before rolling out to the entire company. Any hiccups can then be maintained. Once the wider integration rolls out, you will already have a few key members that know how to use the software. They can then share their knowledge with others.

Managing Information

The information age is here. Managing exponential information creation is a big challenge. For engineering companies looking to manage their information better there are many solutions ranging in level of specialization. From DMS, EDMS, and PDM/PLM.

Choosing the right solution is important. It is important to make a plan and start small. In the end, having a clear path forward and knowing what your options are is key to a smooth integration that can help lead your company to success.