What is a Document Management System (DMS)?

A Document Management System (DMS) is a process or system for managing multiple documents. The way a DMS works revolves around the efficient organisation of your information needs and nowadays usually comes down to the automated management of document flows as well as changes to them. The aim is to bring more order and overview to your information landscape and file management, so that people can find, access and share the right information faster and more easily.

Why is document management system important?

Documents are the foundation of your business. They contain the important information that drives your processes and keeps the organisation running. Thanks to the large-scale digitisation that companies have embarked on, organisations manage more documents than ever. PDFs, Word documents, Google Docs, Excel spreadsheets and – in the case of technical companies – graphic documents such as BIM models and CAD drawings. A good Document Management System gives you control over your documents and information flows.

As a construction company, it is especially important to have a good DMS. After all, working with outdated information or drawings can cause a lot of delays and failure costs. Prostream Docs is a DMS designed specifically for the construction industry. The system offers all the functionalities and features you need for good document management, combined with features specific to the daily practice and challenges of the construction industry.

When and for which organisations is a Document Management System important?

In principle, a Document Management System makes sense for almost every organisation, because every company works with all kinds of documents, reports, analyses and other information. Specifically for the construction industry, a good DMS is even more important, because here, people also work with technically advanced documents, including BIM models. In addition, there is collaboration with various internal and external parties, who all need access to certain information surrounding a construction project. By giving all construction partners involved access to a defined part of your DMS, you can efficiently exchange and edit information in a secure way.

How does a DMS work

Implementing a Document Management System goes through a number of steps.
Step 1: Assess the current situation
Hold interviews and conduct surveys among colleagues -the future users- to understand how documents are currently managed, stored and accessed.

Step 2: Define goals and requirements
Identify your organisation’s specific needs, such as easier document retrieval, better security and compliance with the Quality Assurance Act (WKB).

Step 3: Map out workflows
Document the existing workflows and map how they can be optimised with a DMS.

Step 4: Choose the right DMS
Evaluate different DMS solutions based on functionalities, scalability, usability and cost.

Step 5: Plan the implementation
Assign a project manager, create a project timeline and allocate resources such as budget and staff.

Step 6: Configure and test the system
Configure the system, import documents and run test scenarios to make sure everything works as it should. Or let your supplier do this, even easier.

Step 7: Train your users
Organise training sessions and make manuals available to employees. This can be another great task for the system supplier.

Step 8: Monitor and optimise
Monitor the performance of the system, collect feedback from users and implement improvements where necessary.

Why a DMS? The biggest advantages

There are various reasons why a DMS is necessary in the digital age. Time to take a closer look at the most important advantages of such a solution.

Less fragmented information

The information that organisations or people involved in a project have, is often spread across many different systems (silos) that are managed separately. In addition, it usually involves a colourful variety of file formats (PDF, Word, Excel, graphic files). A DMS eliminates this fragmentation by creating one central information environment for all your documents and data. Everything can be found in the same place, accessible to anyone with the right rights and login details.

Everyone works with the same, up-to-date version, so that you exclude misunderstandings and miscommunication. Sharing knowledge also becomes more fun and easier, allowing you to carry out projects faster and better.

Fewer operations

A DMS also helps you to reduce the number of manual and error-sensitive operations. Spending hours retrieving, retyping, manually sending, printing and copying documents? Forget about it. With a DMS, your files are always available via all channels. You automatically forward documents to the right people, without constantly having to call or e-mail back and forth.

Better archiving

A DMS also improves the quality of your archive. You can easily link documents to a specific project or theme. Think, for example, of grouping technical information in one folder system, while putting information about legislation and regulations in another place. This makes documents easier and faster to trace, saving time and money.

Paperless working

With a DMS, you can work largely paperless. So those bulging files are gone. A digital DMS is not only easier to search than a paper archive, it is also better for the environment because you save heavily on paper. And don’t forget the extra space that becomes available in the office..

How do I choose the best DMS system for my organisation?

Selecting a good Document Management System is always tailor-made. Nevertheless, there are some major parallels between users. Therefore, it is almost always a good idea to choose a system made specifically for your industry. After all, your competitors deal with the same products, processes and challenges as you do. Therefore, the same needs and requirements apply broadly across the industry. If you have made a preselection of systems that fit your sector, look at specific functionalities, user-friendliness, compatibility with your own systems, integration options, the underlying helpdesk, support options and price. Don’t take any chances and get advice. Taking a step back to make a good choice now will benefit you greatly in the near future.

Prostream: a DMS by and for the construction industry

A DMS is therefore extremely useful. Document management systems are available as stand-alone solutions, but sometimes also as part of a broader software package. Think, for example, of a system that also provides ERP and CRM functionalities. What you do see, is that many document management systems are fairly generic. They contain general functionality for document classification, version management and the efficient sharing and storing of information, but lack certain important elements that are essential for specialist sectors such as the construction industry. 

Prostream combines the general with the specific: all the functionality and features you would expect from a good general DMS, combined with a number of features that are specifically aimed at the challenges and needs of construction companies. Think about the following: 

• The ability to send large files quickly and easily. Examples of this are MB eaters, such as CAD drawings, building models and 3D drawings. 
• Ensuring quality with snags. Do you see deviations in a blueprint? Then easily place a snag on the blueprint to make the problem clear to everyone. You can create different snag templates for different findings. For example a defect, proposed improvement or request for information. 
• Various possibilities for shielding files and documents according to your own preferences. This prevents subcontractors, for example, from seeing documents that are only intended for the management team.
• A built-in BIM viewer (the Autodesk Forge 3D Viewer) with which you can check the properties of all objects in a model against the calculations made. In addition, it is possible to view the individual elements of a building in detail, by virtually splitting the drawn construction into different parts. Making cross-sections of the 3D model or taking a virtual walk through a building are also possible.

With a good DMS, you lift your document and information management to the next level. Storing, processing, classifying and sharing data and files becomes easier and takes place in a central environment.

Read the next article: “What is quality assurance and why is it important?“