How to increase Efficiency and Economy by using Building Information Modeling (BIM) integrated Document Management System (DMS)?

It is very difficult to achieve efficiency in construction projects where different stakeholders need to work together harmoniously. In this type of work environment, there are many unpredictable or unknown parameters with tight work schedules and time plans. Managing information of all processes from the initial design phase to construction phase, from operation phase to maintenance of structure phase should require a transfer flow as a chain.

Building Information Modeling (BIM) integrated document management systems provides a web based platform for information / data transfer and collaboration between engineers, employers, architects and contractors viable in a three-dimensional (3D) environment.


BIM Building Information Modeling

BIM has been implemented in many construction projects especially in recent years due to its benefits such as increasing speed and efficiency in all processes of the buildings, reducing uncertainty, minimizing errors, ensuring work safety, reducing cost and labor losses due to wrong practices, and reducing risks. Many countries have started to enforce the implementation of BIM in state contracts. For example, the UK made BIM Level 2 mandatory in state contracts as of April 2016. The compliance of BIM applications in companies’ projects with BIM standards such as BS1192: 2007, PAS1192-2: 2013, PAS1192-3: 2014, BS1192-4: 2014, BS 8536-1: 2015 can be audited and certified by certificates.

Common Data Environment (CDE)

In Projects such as superstructure / building, railway, metro, dam, infrastructure, pipeline, road, power plants, systematic management of gigantic complex information generated throughout a project’s lifetime according to BIM Level 2 compliance can only be provided via Common data Environment (CDE).


At this point, the necessity of BIM integrated document management systems comes to the fore. These systems are designed to assist your project management processes with its embedded workflows to digitilize your flows. Workflows provides you tools to control documents, make comments and conduct approval process customized for teams from different disciplines such as architecture, static, electricity  etc. on a digital environment for global usage.

Version / Revision Tracking

With this web based Common Data Environment (CDE) all project stakeholders can control document validity and approval processes to ensure that they are applying according to the correct versioned layouts on production. Document Management Systems provides tools for tracking the history of files to grant you quick access to latest revision / version of the file. By preventing wrong manufacturing, DMS  saves you money, increase your profit and blocks lose of labor time. It this way, your overall project success can be increased.

On a project compatible with BIM standards, every authorized personnel should know where the data is, what the data is, and where to find it. Common classification language ensures that all stakeholders can access the files quickly and accurately. Authorization system provides authorized access for all stakeholders.Documents are stored with certain metadata information on DMS, so that employers, consultants, design firms, contractors and other stakeholders can easily and quickly access the files they are looking for.

Support for BIM, .ifc, .dwg, etc.

System should support all needed file extensions to meet these different teams needs. Design firms will need .ifc and .dwg formats to share their works with contractors and this support is mandatory. BIM integrated Document Management Systems makes the way to it. With them, every authorized personnel can access these files and work on it without a need for 3rd party software from anywhere around to world.

Document Numbering System

Document numbering is one of the most important processes that must be managed in order to provide the BIM Level 2 Common Data Environment (CDE) . If a certain document numbering system is not followed on a project with many stakeholders, the names to be given to the documents remain at the discretion and imagination of the people. Even if there is a numbering procedure, it is possible to experience human error while writing the names of the documents. With document management systems (DMS), document number for newly added documents can be assigned automatically by the system according to determined document numbering format. Thus, all project workers can enumerate in the same systematic and errors such as giving the same number to different documents are not made. Confusion due to numbering errors can be eliminated.

Management of Big Data from Different Disciplines

As stated in articles from Changxin Cynthia Wang and Jim PLUME, Review on Document & Information Management in the Construction Industry from Paper Based Documents to BIM Based Approach

From another point of view, let’s draw a line between structured and unstructured information for communication in construction projects. Compared to structured data stored and analyzed in single data tables, associated databases and spreadsheets, more on the subject of presentation, data preparation and analysis on unstructured construction data sources such as word files, field drawings, work schedules, and project drawings. it is studied in low density. Paradigm; The difference between structured and unstructured data has become more apparent with higher ability of computers and mobile devices to evaluate structured data, since it shifts to presentations in digital-based electronic environments rather than presentations in paper-based manual environments. (Changxin Cynthia Wang, Jim PLUME, 2012)

The challenge is to manage the data of both types of information effectively in the Common Data Environment (CDE).

At this point, the selection of document management software that meets the requirements of BIM procedures and its adaptation to the projects supports the completion of the projects in time and budgets suitable for the work programs.

ENKA Systems’ EDMS “Global Document Management System” is a original and new solution to mentioned market needs explained below. It supports BIM Level 2 CDE and .BIM to provide you real BIM integrated DMS experience.

Please follow the link for more information.

EDMS – Global Document Management System