A technical data management system (TDMS) is a document management system (DMS) pertaining to the management of technical and engineering drawings and documents. Often the data are contained in 'records' of various forms, such as on paper, microfilms or digital media. Hence technical data management is also concerned with record management involving technical data. Technical document management systems are used within large organisations with large scale projects involving engineering. For example, a TDMS can be used for integrated steel plants (ISP), automobile factories, aero-space facilities, infrastructure companies, city corporations, research organisations, etc. In such organisations, technical archives or technical documentation centres are created as central facilities for effective management of technical data and records.
TDMS functions are similar to that of conventional archive functions in concepts, except that the archived materials in this case are essentially engineering drawings, survey maps, technical specifications, plant and equipment data sheets, feasibility reports, project reports, operation and maintenance manuals, standards, etc. Document registration, indexing, repository management, reprography, etc. are parts of TDMS. Various kinds of sophisticated technologies such as document scanners, microfilming and digitization camera units, wide format printers, digital plotters, software, etc. are available, making TDMS functions an easier process than previous times.
Constituents of a technical data management system Technical data refers to both scientific and technical information recorded and presented in any form or manner (excluding financial and management information). A Technical Data Management System is created within an organisation for archiving and sharing information such as technical specifications, datasheets and drawings. Similar to other types of data management system, a Technical Data Management System consists of the 4 crucial constituents mentioned below.
Data planning Data plans (long-term or short-term) are constructed as the first essential step of a proper and complete TDMS. It is created to ultimately help with the 3 other constituents, data acquisition, data management and data sharing. A proper data plan should not exceed 2 pages and should address the following basics:
Types of data (samples, experiment results, reports, drawings, etc.) and metadata (data that summarizes and describes other data. In this case, it refers to details such as sample sizes, experiment conditions and procedures, dates of reports, explanations of drawings, etc.) Means of researches and collections of data (field works, experiments in production lines, etc.) Costs of researches Policies for access, sharing (re-use within the organisation and re-distribution to the public) Proposals for archiving data and maintaining access to it
Data acquisition Raw data is collected from primary sites of the organisations through the use of modern technologies. Please reference the table below for examples.
The data collected is then transferred to technical data centres for data management.
Data management After data acquisition, data is sorted out, whilst useful data is archived, unwanted data is disposed. When managing and archiving data, the features below of the data are considered.
Names, labels, values and descriptions for variables and records. (In the case of TDMS, one example is names of equipments on an equipment datasheet) Derived data from the original data, with code, algorithm or command file used to create them. (In the case of TDMS, one example is an expectation report derived from the analysis of an equipment datasheet) Metadata associates with the data being archived
Data sharing Archived and managed data are accessible to rightful entities. A proper and complete TDMS should share data to a suitable extent, under suitable security, in order to achieve optimal usage of data within the organisation. It aims for easy access when reused by other researchers and hence it enhances other research processes. Data is often referred in other tests and technical specifications, where new analysis is generated, managed and archived again. As a result, data is flowing within the organisation under effective management through the use of TDMS.
Advantages and disadvantages of usage of technical data management systems There are strengths and weakness when using technical data management systems (TDMS) to archive data. Some of the advantages and disadvantages are listed below.
Advantages
1. Faster and easier data management Since TDMS is integrated into the organisation's systems, whenever workers develop data files (SolidWorks, AutoCAD, Microsoft Word, etc.), they can also archive and manage data, linking what they need to their current work, at the same time they can also update the archives with useful data. This speeds up working processes and makes them more efficient.
2. Increased security All data files are centralized, hence internal and external data leakages are less likely to happen, and the data flow is more closely monitored. As a result, data in the organisation is more secured.
3. Increased collaboration within the organisation Since the data files are centralized and the data flow within the organisation increases, researchers and workers within the organisation are able to work on joint projects. More complex tasks can be performed for higher yields.
4. Compatible to various formats of data TDMS is compatible to many formats of data, from basic data like Microsoft Words to complex data like voice data. This enhances the quality of the management of data archived.
Disadvantages
1. Higher financial costs Implementing TDMS into the organisation's systems involves monetary costs. Maintenance costs certain amount of human resources and money as well. These resources involve opportunity costs as they can be utilized in other aspects.
2. Lower stability Since TDMS manages and centralizes all the data the organisation processes, it links the working processes within the whole organisation together. It also increases the vulnerability of the organisation data network. If TDMS is not stable enough or when it is exposed to hacker and virus attacks, the organisation's data flow might shut down completely, affecting the work in an organisation-wide scale and leading to a lower stability as results.
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