DMStec – Intelligent Document Management for Engineering

DMStec links technical product structures and documents in a single digital backbone, making information accessible, secure, and organized throughout the product lifecycle—from creation to cloud storage.

What is DMStec?

DMStec centrally connects technical product structures and related documents to enable efficient, revision-proof workflows. It simplifies management of all product information throughout the lifecycle, ensuring quick, secure access and clear traceability at every stage.

A challenge for engineering and manufacturing companies

In technical companies where development, manufacturing, and service often work simultaneously on the same products, storing information in different systems, folder structures, or network drives frequently leads to media discontinuities, redundancies, and versioning problems. Traditional document management systems quickly reach their limits here because they cannot fully map complex technical dependencies such as assemblies, bills of materials, or change relationships.

DMStec solves this problem by managing technical components, systems, or machines as digital structures, regardless of where the documents are stored. The result is a shared, transparent data basis that provides all stakeholders with quick and secure access to current, context-related information.

With DMStec manage all documents and information in one place

Product Development and Digital Document Management

In product development and product management, countless technical documents and data are generated every day—from CAD drawings and specifications to project reports. These pieces of information are directly linked to products, assemblies, or systems.

DMStec brings all these documents together in one system, links them to the corresponding product structures, and organizes them according to technical relevance. This creates a document-based management approach for all product and project information throughout the entire lifecycle.

The result is a digital information twin: a consistent data foundation that connects development, manufacturing, and service processes—forming the basis for Digital Product Engineering.

In the process, product history files are automatically generated, versioning and transparently mapping all technical, commercial, and project-related documents within a secure, always up-to-date digital system.

Product Data Backbone – the Foundation for Your Digital Enterprise.

The Product Data Backbone is the core of DMStec. It connects diverse data sources and documents from CAD, ERP, CRM, PDM, and traditional DMS systems within a single, structured platform.

Unlike a simple keyword search, DMStec manages all information in a version-controlled, context-aware, and automatically synchronized manner. This means that any change to a component or specification is automatically updated across the entire organization—no matter how many times that component appears in different assemblies.

As a result, every user—from design engineers to service technicians—has fast, secure access to accurate, up-to-date information at all times. Media disruptions are drastically reduced, and the time spent searching for data is minimized.

The Difference Between DMS and DMStec

Traditional document management systems are often limited to storing and archiving documents. DMStec, on the other hand, seamlessly integrates all documents into technical product structures.

This enables a complete view of machines, systems, and assemblies throughout the entire product lifecycle—from development and production to service and maintenance. Stored documents are dynamically linked rather than isolated, eliminating redundancies and significantly improving data quality.

Differentiated Views and Role-Based Access

Not every user needs access to the same documents. DMStec provides individually customized, role-based views that deliver targeted access to exactly the technical documents and information relevant to each user’s area of responsibility:

Engineering & Design: CAD models, technical drawings, bills of materials
Production & Assembly: work instructions, inspection reports, assembly documentation
Project Management: resource plans, customer correspondence, project documentation
Sales & Procurement: contracts, customer records, complaint reports
Administration & Accounting: invoices, quotes, purchase orders

These differentiated features ensure secure and precise document management, enabling every department to find exactly what it needs—without duplication or redundancy.

DMStec for Complex Technical Structures

Conventional DMS quickly reach their limits in technical environments. They store documents but don’t map n:m relationships to product, plant or project structures. DMStec separates structure and document and links both cleanly. This creates a complete, non-redundant view over the lifecycle. When assessing vendors, check whether product-related documents can be linked to existing structures and used as a product data backbone.

Legally Compliant Archiving and Compliance

DMStec ensures the legally compliant archiving of all data and documents in accordance with the requirements of the German Commercial Code (HGB) and GoBD regulations. All changes and versions are automatically logged, including access rights and audit trails, making both internal and external audits simple and fully transparent.

The solution supports existing IT frameworks and integrates seamlessly with ERP, CAD, and Office systems, ensuring a complete digital product record that meets all regulatory and compliance requirements.

Integration, automation and cloud capability

DMStec is based on deep integrations with existing authoring systems: emails, drawings and test reports are automatically detected, classified and linked in a structured way. Avoiding duplicates and redundant data improves data quality and reduces the effort for manual rework.

The cloud-enabled architecture provides flexible and secure access from anywhere, supports cross-site collaboration and offers scalability for growing requirements.

DMStec & PRO.FILE – Modular, Scalable, and Powerful

The combination of DMStec and PRO.FILE provides a fully configurable, modular platform for the digitalization of technical product data and documents. The Product Data Backbone brings all relevant information together in a single, central system—enabling efficient management, secure archiving, and transparent collaboration across all organizational levels and company locations.

Practical Example: Netzgesellschaft Düsseldorf

“Netzgesellschaft Düsseldorf manages the documentation of its power plant unit centrally and in a revision-safe manner using DMStec and PRO.FILE.
By tightly linking technical data, maintenance records, and project documentation, the company has optimized maintenance planning and troubleshooting while ensuring full compliance.”

FAQ – Frequently Asked Questions About DMStec

Who is DMStec best suited for?

DMStec is aimed at technical enterprises that work with complex product and plant documentation—such as those in mechanical and plant engineering, electrical engineering, or industrial services.

It is ideal for companies that manage a wide variety of technical documents—such as CAD models, drawings, inspection reports, bills of materials, service records, or quality reports—and need to exchange them efficiently across multiple departments.

The system helps you digitally map technical structures and manage all product-related information in a transparent, secure, and compliant way—whether deployed on-premises, in the cloud, or in hybrid IT environments.

How does DMStec improve collaboration and processes?

DMStec links technical documents directly to the underlying product structures, creating a continuous and unified data foundation that eliminates media disruptions and prevents redundant storage. This significantly reduces search times, improves data quality, and helps minimize errors.

Each department also benefits from differentiated, role-based views, giving users access to precisely the information they need. As a result, development, manufacturing, and service processes become faster, more efficient, and sustainably optimized.”

Which technical systems can DMStec integrate with?

The platform is open and can be seamlessly integrated into existing ERP, CRM, PDM, CAD, and Office systems. Emails, Office documents, engineering drawings, and SAP data can be automatically imported, identified, and linked within the central document management system.

This ensures high data consistency across system boundaries and enables automated workflows with minimal manual effort.”

How does DMStec ensure compliance with legal regulations?

DMStec provides audit-proof archiving in accordance with the German Commercial Code (HGB) and the GoBD principles for the proper management and storage of electronic records and documents.

Automated version control, audit trails, access rights management, and approval workflows ensure maximum legal security, making both internal and external audits straightforward and transparent.

How quickly can DMStec be integrated for my company?

Thanks to its modular architecture and preconfigured components, initial productive results can often be achieved within just a few weeks. DMStec is customized to fit your existing IT infrastructure and business processes, ensuring a smooth and efficient implementation.

Comprehensive training and support accompany users throughout the rollout to promote adoption and ensure effective, confident use of the system.”

What advantages does DMStec offer over traditional document management systems?

Compared to traditional DMS solutions, DMStec provides deeper integration into technical product structures. Instead of merely storing documents, it dynamically links them to systems, equipment, and assemblies throughout the entire product lifecycle.

This approach reduces data redundancy, improves data quality, and enables role-based user access with tailored views for each department.

What role does automation play in DMStec?

DMStec supports automated processes for identifying, classifying, and linking documents from emails, CAD systems, and other sources. This reduces manual effort, improves data quality, and creates end-to-end transparency across all areas of the organization.

Automated workflows also streamline approval processes and version control, ensuring efficiency and consistency throughout the entire document lifecycle.

How does DMStec ensure complete documentation throughout the product lifecycle?

DMStec systematically documents all product-related information—from development and manufacturing to service. The system creates a digital information twin that integrates all relevant documents and structures.

This allows technical enterprises to trace, at any time, how a product was developed, what changes were made, and how it is currently operated.

DMStec at-a-Glance

DMStec is a specialized document management system that connects technical product structures and all related documents in a central, digital product data backbone. The result is an audit-proof, redundancy-free data foundation with customized views for every department.

The effect: less effort, lower costs, and significantly fewer errors thanks to seamless, media-break-free processes. At the same time, quality, efficiency, and transparency increase across the entire product lifecycle — from engineering to service.

Thanks to deep integration with ERP, CAD, and Office systems, DMStec supports your digital transformation in an efficient, compliant, and future-proof way.

Need More Information?

Schedule a call with one of our specialists today.