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.
Acronym |
Name |
Description |
Features |
DMS |
Document Management System |
DMS is used to manage files, manage user permissions, and share files. |
Version Control, User Permissions, Web/Cloud based |
EDMS |
Engineering Document Management System |
Engineering DMS includes features that manage technical documents, such as CAD* files, often used by engineers. |
DMS + CAD file management, CAD software integration |
PDM/PLM |
Product Data Management/Product Lifecycle Management |
Product Data Management System/Product Lifecycle Management System is focused on more control over product data. PLM systems focus on controlling all the data throughout the life of the product and often contain PDM systems. |
EDMS + Bill of Materials management, Engineering Change Notice Management, Setting product lifecycle stages |
*CAD – Computer-Aided Design
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.
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.
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.
A DMS might include features such as:
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.
An EDMS might include additional features such as:
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.
A PDM might include additional features such as:
A PLM might include additional features such as:
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.
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:
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.
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.
Open Domain provides straightforward multi-CAD PDM solutions.To learn more, please visit opendomain.com |