PLM (Product Lifecycle Management) is the management of information related to the lifecycle of a product or project - from cradle to grave. PLM can considerably shorten product development time and, effectively implemented, ensures that all persons involved in a project work on the latest version of data. This is critical in an age where data can be replicated many times over in transit from person to person. A key component of PLM is the efficient management of documents.

Along with the explosion of computers and electronic communications has come an explosion of documents. Many companies find document management problematic, whether they contain technical or administrative data. Managing documents electronically and with a robust DMS (Document Management System) has become pivotal for companies that want to maximise the knowledge base 'hidden' within stored documents.

Unless a company can locate and use the information within these 'hidden' documents proficiently, the potential of the company to perform as efficiently as possible is minimised. A well-constructed DMS will assist management and staff by ensuring that the latest version of fundamental information is available to whoever requires it, whenever it is required.

Current trends within the PLM sector focus on enabling the collaboration of all groups involved with a project - whether internal or external to the company - regardless of what electronic system or application is used.

There is also a marked shift towards Internet enabled systems and XML applications, which have the ability to simplify data exchange and make access to centralised documentation from anywhere in the world possible.

Implementing an effective DMS brings about significant cost savings (through the streamlining of information flow), and paper-based documentation is drastically reduced. The extensive paper trail experienced by many modern companies can be eliminated by a combination of scanning documents and managing approvals and access through authorisation management procedures.

Some government departments are currently installing DMS systems to manage the workflow process, which is recognised as a critical tool in managing government data. In addition, the South African government is considering the legal usage of electronic signatures, and this will open the door for the emergence of a paperless business environment. The critical factor to such a development is the ability to accurately store, access, and manage changes to documents - the essentials of a first-rate DMS.

All companies should strongly consider investing in a DMS to manage the proliferation of documents and electronic files that are the feature of modern business life. The future success of South African business rests on the effective implementation of a virtual, electronic environment - thus a DMS is a prerequisite for any business seeking to move profitably into the new century.

Engineering Informatics

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