E-DMS: document management
The goal of this project was to devise a centralized, homogeneously structured system for storing and managing all of a major petrochemical plant’s technical documentation, while also implementing secure means of controlled document access and transfer. This was to be done in such a manner that it be possible to incorporate already existing paper and digital documents.
ESOES accomplished this by developing an Engineering Document Management System (E-DMS) based on Documentum. Besides legacy-system migration and implementation of new components, the scope of this project encompassed conceptual design, server setup, installation and configuration. In addition, the respective Documentum environment had to be further developed and customized. What’s more, ESOES has ensured seamless operation of the system since its implementation through comprehensive support plus regular service and maintenance.
The document count has since risen to far above 1 million – mostly engineering drafts and drawings. These in turn consist of a declining number of old paper documents, an increasing number of digitized documents (i.e., touched-up scans of paper documents), and fully digital documents in various formats. Not only does E-DMS ensure companywide availability of such documents and their respective metadata at any time, it also permits complete traceability of any changes made to them. Each document can be identified clearly and easily by a unique document key. Such keys are administered by a dedicated reservation system and assigned unambiguously during document creation.
A series of special features is available specifically for technical documents. For instance, there is a direct link between the metadata as they are shown on the actual drawing and the corresponding metadata stored in the E-DMS. Integrated support of document references makes it possible to link documents and manage complex document containers (like CAE projects). An integrated viewer further permits examination and redlining of drawings directly from Documentum without dedicated editing software. Redlining markups and comments added by one user are made available to all authorized users by the E-DMS immediately upon completion.
Together with EKA, an application developed for use at external business partners, E-DMS enables safe and secure exchange of all recorded documents and corresponding metadata. Transfer is handled through compressed, encrypted packets to protect data integrity from transmission errors, manipulation, and unauthorized access. In this respect, the system acts like a closed circuit, which the original documents never leave. In addition, an autonomous set of revisioning tools was implemented independently of Documentum to make sure that versioning remains safe and consistent on all employed systems.
Document transfer in E-DMS occurs according to specifically implemented workflows. External contractors and companies properly registered with the client can access E-DMS on the Internet via VPN. This makes it possible to integrate them into such workflows with maximum flexibility. In concert with automatic plausibility checks, authorization and control procedures incorporated in those workflows guarantee consistent application of security guidelines for document approval, clearance, and processing. The use of checksum procedures further ensures only those documents cleared for processing are archived.