Last Updated on June 8, 2024
Are you contemplating using SharePoint for EDM?
Well, you’re not the first. Though SharePoint isn’t particularly made with engineers in mind, it has a lot of benefits too that are beneficial for EDM.
In this article, I’ll share my two cents regarding the issue of using the SharePoint platform for engineering document management.
Let’s get started.
Table of Contents:
What is a document management system?
Document management refers to the control and tracking of the lifecycle of documents. The system simply allows that to happen.
In the context of engineering:
Engineering document management refers to the management of complex engineering documents like drawings, designs, technical documents, CAD files, and many others.
Strictly speaking, SharePoint isn’t a document management solution. However, it has the features to do so.
Take note that there are various document management systems out there — though none was exactly created for engineering.
Note: For more information on SharePoint and document management, check out my guide here on how to create your own.
Sign up for exclusive updates, tips, and strategies
Despite SharePoint not being exactly made for engineering document management, you can still use it to control and track the lifecycle of engineering documents.
Here are exact cases of how you can use SharePoint for EDM:
Tracking and managing engineering documents
SharePoint enables you to create metadata and tag each document that you upload.
This allows you to easily look for a document or filter out a document library according to the criteria that you have set.
For example, you can easily tag each document with the following metadata:
- Category (design, drawing, technical, etc.)
- Project (client, project number, date started, etc.)
- Date (date submitted, date started, date completion, etc.)
You can also set retention policies on your documents if you want to clean house:
Note: If you want to learn more about archiving documents, check out my quick guide on how to achieve that in SharePoint Online.
This is only a brief description of how you can use SharePoint for document management. There are a lot more built-in features you can use.
Streamline engineering workflow
Do you work with others online?
Well, engineering or not, most of the collaboration platforms you’re using are the same ones that most people use.
Fortunately, SharePoint can automatically aggregate data coming from different platforms and systems.
Due to this, you and your team can easily collaborate on projects and contribute content even if you’re on different parts of the planet.
Set up and manage engineering project management
As an extension to my previous point, it’s likely that you’re using a project management software or platform somewhere.
What’s awesome with SharePoint is that you can easily set up and manage your project — emails, contacts, tasks, and documents — all in one place.
You can even create a dedicated site or portal for project management and use a template as a starting point:
Note: If you want to learn how to create your own project management portal in SharePoint, check out this guide I wrote.
You can then point your team members to the project management portal where they can check in for:
- New updates or status
- Retrieve document templates
- Submit engineering documents
Here are some of the advantages of using SharePoint for EDM:
Unlike with a physical location, users can store work-related files in SharePoint and access SharePoint and the files anywhere as long as there’s an internet connection.
You can also organize the files using document libraries and folders and even configure the permissions required to access the files.
2. Robust file sharing and access control capabilities
Sharing with SharePoint provides you with the ability to share files with your team, your whole organization or firm, or even with external users.
Because of the ability to share files with external people, it’s important that you structure your sites and libraries properly and configure the access control.
3. Doesn’t require technical knowledge to use
SharePoint may feel a little complicated at first, but it’s actually easy to use especially when you only need it for simple matters.
On the other hand, doing more in SharePoint has a slight learning curve. But for normal usage? It’s simple to learn and use.
I want to be fair here, so I will also share some potential drawbacks of using SharePoint for EDM:
1. Can be potentially messy
Anyone who’s familiar with SharePoint can easily tell you how easy it is to become disorganized (like documents in the wrong library or worse, on the wrong site).
That’s why it’s important that you structure sites and libraries first and then create a clear process that you can teach to members.
2. Not designed for technical collaboration
Don’t get me wrong — SharePoint offers a lot of collaboration features. Unfortunately, many of those might be insufficient for engineering firms.
On the bright side, although you might not be able to integrate third-party technical tools with SharePoint, you can always develop a solution that can help with other processes.
3. Not made for CAD files or engineering design work
Microsoft SharePoint is quite good when it comes to document and content management. Unfortunately, it’s not made to work with CAD files.
Naturally, you can still store documents related to CAD and other technical work. But there is no way you can work on those documents inside SharePoint (and other Microsoft 365 apps).
If you ask me this, my answer is that it makes sense that the SharePoint environment can provide a good place for EDM — despite the potential drawbacks.
Well, there’s nothing we can do with SharePoint not being able to work with CAD and other technical files.
However, we can certainly find a way for it not to be messy and still provide plenty of room for collaboration (just not on integration with technical software).
For this, you will need a SharePoint expert (if you’re not an expert yourself) especially with providing custom solutions.
But what do you think about using SharePoint for EDM? Feel free to share your thoughts in the comment section.
For inquiries and other concerns, kindly use the site’s contact form and I’ll get back to you as soon as possible.
