An Incremental Approach to EDMS

With long implementation cycles for a fully blown EDMS system, payback and user acceptance can drag and stall throughout the initial stages of an enterprise implementation. However, thanks to an incremental approach, users are shortening the buying cycle, realizing more immediate payback, gaining faster user acceptance, and increasing the value and useful life of their paper archives and CAD assets.

Plan Globally, Implement Locally

The incremental payback approach is one where elements of EDMS are incorporated before a fully blown system is deployed. Benefits are best realized by addressing the integration of the vast amounts ofpaper designs within CAD, and introducing an electronic distribution environment. The overall benefit will increase the value of drawings through easier access and position them for better management and control through EDMS. Another advantage is to increase the value of existing drafting systems by implementing hybrid or raster CAD systems. These systems will allow the scanned archives to be manipulated with the same tools used for newer design work.

This approach allows for an independent and long term decision for the critical EDMS backbone while enabling the conversion process. Users have more time to model workflows, design ECO/ECN processes, define security requirements, and other control issues best handled by EDMS.

Scanning Factories

Scanning these archives into compressed raster format allows them to be accessed for faster revisions and improved distribution. This process can be painless and cost effective with third party scanning service bureaus, where large volumes of drawings can be captured, QA'd, and indexed in a timely manner.

Room for a View

Viewing technologies offer a natural approach to integrating paper archives and CAD in a distribution function. In many cases, companies already maintain an active non-graphical database of drawing revisions. This database can be leveraged and viewer enabled to provide the graphical link to paper and CAD based designs. As the enterprise moves towards EDMS, the viewer can be integrated at an API level for direct communication with EDMS.

Viewers have been used for the incremental approach by offering a variety of tools to integrate it throughout the EDMS implementation cycle. Simple command line launching, folder files, and API interfaces offer enterprise flexibility that can be utilized as the incremental strategy is put into place.

The ECO/ECN process can be implemented by introducing users to the concept of redlining and integrating those redlines with a raster enabled drawing editor via standard formats. As Workflow is introduced, the process is further enhanced with a more controlled approval procedure.

Bringing Together Raster and CAD

With drawings now scanned, raster or hybrid based drafting creates a new application for CAD systems - making revisions to existing paper drawings. The result is increased value from CAD before full EDMS must be realized. As EDMS is implemented, full management of the ECO/ECN process can be realized.

The benefits of the incremental approach are immediate when companies consider the value of integrating their paper based archives with CAD and a distribution strategy. It is a proven and safe approach to shorten the EDMS buying cycle and leverage the vital assets of CAD and paper archives.