Modern organizations are becoming increasingly complex. As they evolve and that complexity increases, they are recognizing the significant advantages cloud-based solutions offer over their traditional on-premises counterparts. This coupled with the rise of Software-as-a-Service (SaaS) solutions is fueling a move to the cloud, particularly in the engineering information space.
This shift isn’t just about staying current—it’s about recognizing that the needs of organizations today demand a shift in engineering document management that better supports access and collaboration, and in order to stay competitive, organizations must unlock new levels of efficiency and scalability in their engineering, operations and maintenance teams.
For organizations currently using on-premises solutions, the transition to a cloud-based solution, like Accruent's RedEye, offers an opportunity to drive greater value. To understand why, we first need to understand what a cloud-based Engineering Document Management System (EDMS) is and the value it offers.
What is cloud EDMS?
A cloud-based EDMS is a digital platform that enables organizations to store, organize, and manage engineering documents and drawings in a centralized online repository. This system leverages cloud computing technology to provide access to critical engineering information from anywhere with an internet connection.
The cloud, in essence, refers to a network of remote servers hosted on the internet rather than on hardware located on your premises. The key advantage of cloud computing is that it allows users to access resources and services on-demand without the need for extensive on-site infrastructure.
Cloud vs On-premises EDMS
Cloud-based EDMS differs from on-premises solutions in several important ways. To understand what is driving businesses to the cloud and reshaping how they handle their engineering information, we need to explore the multitude of benefits the cloud offers.
Cost-Effective and Scalable Solutions
At the heart of the benefits is the enhanced flexibility and scalability that cloud-based solutions provide. Unlike on-premises, which often require substantial upfront investments in hardware and ongoing maintenance, cloud solutions operate on a subscription model. This approach significantly reduces IT overhead, freeing up valuable resources for more strategic initiatives.
This financial benefit is just the tip of the iceberg when it comes to the advantages of the cloud. The scalability offered by platforms like Accruent's RedEye allows businesses to adapt swiftly to changing demands, supporting both rapid growth and unexpected fluctuations with ease.
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The ROI for time savings alone was less than 12 months with an estimated 450 man-hours saved per month.”
– Greg Kodweis, Director of Infrastructure Management, SNWA
Accessibility and Collaboration
The benefits of a cloud-based EDMS extend far beyond mere cost savings. At a time where global collaboration is becoming the norm, the universal accessibility offered by cloud solutions is invaluable. Engineers and project managers can now access vital documents from any device, anytime and anywhere, ensuring that operations continue seamlessly regardless of physical location. This level of accessibility has proven transformative for companies like SSR Mining, who reported significant improvements in operational efficiency and collaboration after adopting a cloud-based EDMS.
Having access from mobile and any web portal, it meant that when we were spread across the world as we were at the start of the project, everyone had access to the information as it was being created and reviewed.”
– John Ebbett, Project Director, SSR Mining
Disaster Recovery
Cloud solutions typically offer robust backup and recovery options, enhancing data security and business continuity. Unlike on-premises systems that require self-managed disaster recovery plans, cloud-based EDMS solutions include built-in redundancy and automated backup processes, ensuring that critical engineering documents are available, even in the event of hardware failures or other unforeseen circumstances.
Robust Security
Security, often a concern when considering cloud solutions, is addressed by leading products like Accruent ‘s RedEye boasting ISO27001 certification, meaning that it can surpass the security capabilities of many on-premises systems, which rely on local IT resources. Data sovereignty is an important consideration for many organizations, with some bound by legislation to house their data onshore. Many cloud platforms, such as RedEye, address this concern by using regional AWS data centers. This ensures that client data remains within their region, providing both security and compliance.
Another security factor to consider is that of evolving cyber threats. Through continuously providing updates which swiftly address security concerns, cloud solutions enhance security measures, providing an additional layer of protection that many in-house systems struggle to match.
Maintenance
Another large benefit of a cloud-based EDMS is that it shifts the burden of system maintenance and updates from in-house IT teams to the service provider. This allows organizations to focus their IT resources on more strategic initiatives. The service provider handles software updates, security patches, and infrastructure maintenance, ensuring the system is always up-to-date and running optimally. This reduction in IT overhead frees up valuable resources and reduces the risk of system downtime due to maintenance issues.
Reducing Risks, Boosting Efficiency and Compliance
The streamlining of operations and reduction of risks is another crucial advantage. By consolidating documents into a single source of truth, organizations can dramatically reduce the time spent searching for files and managing versions. WestSide Corporation, for example, experienced a transformation in their document management process, significantly reducing search times and ensuring that the latest versions of documents were always accessible.
“Reduced search time for information is the biggest contributor. Based on 40 people in engineering doing at least one and a bit searches a day, and that taking hours each time they’re looking for something, the associated costs really add up. By bringing that down from hours to seconds, we’re saving 12.5% in engineering time and costs, which is really significant” said Rob Trout.
Similarly, Bengal Energy praised their new system for its clear version control and easy document retrieval, which not only prevented costly rework but also ensured compliance with regulatory standards.
Unlimited Collaboration
The collaborative potential unleashed by a cloud-based EDMS is truly transformative. Real-time collaboration, regardless of team members' locations, is now a reality. RedEye’s unlimited user licensing model exemplifies this shift by allowing organizations to extend access across their entire workforce without additional costs. This approach fosters greater collaboration and ensures that everyone who needs access to engineering drawings can have it, enhancing overall efficiency and coordination. Such capabilities are crucial in industries where timely access to accurate information can make a difference. Coronado, for example, experienced significant improvements in efficiency and project coordination after implementing their cloud-based solution, which enabled seamless collaboration with external contractors and consultants.
The main advantage we see from RedEye is having a repository of drawings. We use a lot of contractors - a lot of consultant engineers. It’s so easy to be able to say to them ‘Here’s access to our drawing system. Here’s where you can find the information about our equipment that we’re asking you to do a project on’, without having to worry about which folder in the network the information is on. That’s been a big advantage for us.”
– Jordan Byles, Electrical Engineer, Coronado
The Evidence is Clear
From engineering managers to document controllers and contractors, the transition to a cloud-based EDMS means less time spent on mundane tasks and more on value-adding activities. The frustration of searching for the right document version or waiting for approvals is greatly reduced, leading to more efficient workflows and higher job satisfaction.
To do that with two doc controllers, and in many respects, better than other engineering firms and other projects I’ve been on with far greater numbers of doc controllers, is a real indication of the efficiency of RedEye.”
– John Ebbett, Project Director, SSR Mining
The move from on-premises to cloud-based Engineering Document Management Systems represents more than just a technical upgrade. It's a strategic shift that offers significant business advantages. This shift brings enhanced flexibility, scalability, cost efficiency, universal access, and robust security to name a few. Organizations adopting a cloud-based EDMS are not only streamlining their operations but also boosting efficiency and collaboration, providing them with a competitive edge.
The evidence is clear, these systems drive innovation and strategic readiness, positioning companies for sustainable growth. As cloud-based solutions continue to advance, the question for those still using traditional systems is not whether to make the switch, but when to embrace this transformative tool.
Seamless Transition
Transitioning from an on-premises solution to a cloud-based platform can be daunting. That’s why Accruent is committed to supporting you every step of the way. From comprehensive data migration and tailored implementation to thorough user training and ongoing support, our team is dedicated to ensuring that your move to RedEye is smooth and successful.
Migrating our drawings, documents and processes into RedEye has really allowed us to more efficiently manage our treatment plants.”
– Jared Rodley, Electrical Technical Specialist, Urban Utilities
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