Document Management – Starting with Nothing!
A significant challenge with managing documents is when an organisation starts from scratch or has no current ‘structured’ system. You may have network drives, shares, and information sporadically segregated everywhere. This can be a daunting task, with the thought of migrating to a document management system, and generally can be off-putting and drive the organisation to remain in the status quo.
Firstly, the benefits of better information control are well-researched and documented; see our numerous blogs and articles. Users lose time searching for information and, in a worst-case scenario, recreating outputs to cover shortfalls. Therefore, one of the numerous benefits of implementing document management systems is that it reduces these risks. However, companies can get bogged down in migrations or adoption and overcomplicate getting started.
Naming conventions do not solve all problems
It would be reasonable to believe the key to successfully managing documents is having a robust naming convention; this is somewhat true and has benefits. However, at Pentagon Solutions, we recognise that metadata is key and a significant contributor to naming conventions in the first instance. Well-defined metadata can make the need for naming conventions redundant, as the search criteria becomes the driver when looking for information. If we think about it, what is the point of having a folder-based system in a document management system when we end up using it the same as Windows Explorer? Searching and drilling down is key, as information can belong to multiple projects or assets and needs to be labelled appropriately. Forming metadata relationships facilitates greater integrations between asset, document, financial, project and procurement systems, to name a few.
So, how to start from nothing
One of the solutions we implement is Accruent RedEye, a cloud-based engineering document management system with unlimited user connectivity. You could be in a situation where your organisation has thousands of documents with different naming conventions and metadata that needs to be added. In RedEye, you can:
- Batch upload documents with metadata available through a simple template
- If required, correct documents after the upload
There is flexibility to either correct the documents (artefacts as we call them in RedEye) as they are uploaded to the system in the first instance, or fix them after upload and verify with the dashboard quality tools.
Batch Upload
RedEye uses a template approach, which can be configured to meet metadata requirements even if they didn’t exist in the original artefact. This will correct and align the artefact on the first upload, ensuring documentation quality.
Correcting After Upload
Artefacts can be loaded directly into RedEye, and ‘collections’ can be easily changed. The dashboards will report the quality scores and any corrections that need to be made.
Expanding the relationship
When the artefacts have been added and the metadata aligned, a greater relationship can be formed through the built-in features or APIs. A simple example is having artefacts geo-located for managing remote assets, as covered in our previous article.
No Folders
RedEye has no folders! This is why metadata is necessary, the user searches for what they want, whether related to an asset, a project or a geolocation. Pseudo folders can be created related to specific
Sharing documents with the masses to search for information
Finally, after successfully uploading artefacts, you want to share them with the stakeholders at the appropriate level of access. A major limitation of many document management systems is licensing and constraints on the number of users. RedEye has unlimited users who can securely access project and asset records with various configurable permissions. Information can even be shared with members of the public for organisations in the public sector.
| Traditional Approach | With RedEye |
|---|---|
| Heavy reliance on naming conventions and folders to manage files | No folders needed – metadata + search drive organisation (pseudo folders optional) |
| Legacy documents remain unstructured and messy | Batch upload tools apply structure and metadata during import |
| Months-long projects to get a DMS running | Operational in under a week |
| Manual checks and inconsistent quality | Dashboards & reporting highlight and correct issues post-upload |
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How do I start a document management system from scratch?
You can begin by identifying where your documents are stored, then using tools like RedEye to batch upload, apply metadata, and structure your files without needing folders or strict naming conventions.
Why are naming conventions not enough for document management?
Naming conventions can help, but they often fail when files belong to multiple projects or assets. Metadata in a system like RedEye makes searching and categorising documents more accurate and flexible.
Can I upload unstructured or legacy documents into a document management system?
Yes. RedEye allows batch uploads of unstructured or legacy files, applying metadata during import so your documents become searchable and properly organised.
How quickly can a document management system be set up?
With RedEye, organisations can be up and running in under a week, compared to traditional systems that can take months.
What happens if documents need corrections after uploading?
RedEye provides dashboards and reporting tools to identify issues. Documents (or “artefacts”) can be corrected and restructured even after upload.
Does RedEye use folders to organise documents?
No, RedEye doesn’t use folders. Instead, it relies on metadata and powerful search tools. Pseudo folders can be created if needed, but they’re not required.
How many users can access RedEye?
Unlike many systems that restrict access, RedEye allows unlimited users with role-based permissions, making it ideal for large teams or public sector organisations.
What are the main benefits of using RedEye for document management?
Key benefits include: no reliance on naming conventions, faster setup, structured legacy document uploads, metadata-driven search, correction tools, and unlimited user access.
What is metadata in document management?
Metadata is information about your documents that makes them easier to search, organise, and connect with related assets or projects. Instead of relying on file names or folders, metadata stores details such as project numbers, asset IDs, document types, dates, and locations. In RedEye, metadata replaces the need for traditional folders, allowing users to search across thousands of files instantly and build relationships between documents, assets, and systems.
Why is metadata better than naming conventions?
Naming conventions can be inconsistent and only provide limited information. Metadata, on the other hand, is structured, standardised, and searchable. It enables documents to belong to multiple projects, assets, or locations without duplication.
Can metadata be added to legacy documents?
Yes. Using RedEye’s batch upload tools, metadata can be applied to existing or unstructured files during import. Even after upload, documents (called “artefacts”) can be corrected and updated with the right metadata via dashboards and reporting.
How does metadata integrate with other business systems?
Well-structured metadata allows documents to connect with financial, procurement, and asset management systems. This means information flows seamlessly across the organisation, improving collaboration and reducing duplication.
