Skip to content
IND-07 · Energy, manufacturing and utilities

Engineering document management: the drawing on site is the one that is current

Plants, grids and production lines are operated against documents: drawings, procedures, permits and asset records. When the copy in the field is out of date, the consequence is not administrative. EDMS by Sibasi enforces document control across engineering, operations, HSE and quality, including for contractors who never receive a company account.

Book a demo See pricing

REF / RECORDS

What you hold

The file plan is built around these. Each record class gets its own metadata, permissions and retention position.

  • As-built and revision-controlled engineering drawings
  • Asset registers, manuals and maintenance histories
  • Standard operating and maintenance procedures
  • HSE records, permits to work and incident reports
  • Environmental and regulatory permits and licences
  • Contractor submittals, method statements and certificates
  • Quality management system controlled documents
  • Commissioning, handover and project close-out dossiers

REF / OBLIGATIONS

What you are judged against

These are the rules the deployment is configured to satisfy — mapped onto retention schedules, access models and audit reporting during design, not asserted afterwards.

Compliance

ISO 9001 and ISO 45001 document control

Controlled documents must be approved before issue, reviewed on schedule, available at point of use, and withdrawn when obsolete.

Compliance

Regulatory permits and inspections

Environmental, energy and occupational safety regulators require current permits and documented compliance evidence on demand.

Compliance

Asset integrity and warranty

Maintenance history and certification evidence determine warranty positions and integrity assessments.

Compliance

Project handover requirements

Capital projects hand over documentation sets whose completeness is a contractual condition of acceptance.

Compliance is a property of your organisation rather than of software. What the platform provides is the technical control and the evidence — see security and compliance for how each control is implemented.

REF / BEFORE

What tends to be true today

  • Uncontrolled drawings in the field

    Printed revisions on the plant floor with no way to confirm they are current, and no register of where copies went.

  • Handover dossiers arriving incomplete

    Projects closed while documentation is still outstanding, and the gap discovered during the first major maintenance cycle.

  • Contractor documents outside the system

    Method statements and certificates exchanged by email, with no register of what was approved and when.

  • Permits expiring unnoticed

    Regulatory permits and contractor certifications lapsing because renewal was tracked on a spreadsheet.

REF / AFTER

What the deployment changes

  • One controlled revision, marked as such

    Current revisions are the only ones served; superseded versions are watermarked and retained for the record only.

  • Contractors inside the process, not around it

    Time-limited external access for submittals and approvals, fully logged, without issuing internal accounts.

  • Expiry tracked by the system

    Permits, certifications and calibration records carry expiry dates that trigger renewal workflows in advance.

  • Handover as a checklist that must complete

    Project close-out documentation structured, tracked and verified against a required set before acceptance.

REF / RELATED

Other sectors

IND-01

Public sector

EDMS for registries that still run on a file movement book
IND-02

Financial services

EDMS for banks and SACCOs: files that are complete when the regulator asks
IND-03

Healthcare

Controlled clinical documents, and privacy that holds: EDMS for health institutions

REF / NEXT STEP

See EDMS by Sibasi configured for energy & manufacturing

Bring one of your own record types and one process that currently takes too long. We will show you both running in under an hour.

Book a demo Request a proposal