TrueEDMS

Electronic Document Management Software for EPC and Industrial Projects

Automate document transmittal, approval, and version control workflows for your projects. Eliminate the challenges of traditional paper-based document management.

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Core Values

Why EPC and industrial enterprises trust TrueEDMS for document management

Comprehensively solving traditional document management challenges

TrueEDMS fully transforms document management from paper-based to electronic, eliminating bottlenecks in workflow

  • The system completely replaces paper-based document management with a centralized electronic process, eliminating manual intermediary steps such as photocopying, binding, internal distribution, and physical archival storage, significantly reducing processing time and administrative operating costs for the entire organization.
  • Simultaneously addresses the six most common document management problems including loss of partner progress control, fragmented document distribution, slow approval processes, lack of coordination tools, difficult retrieval, and paper waste, delivering a comprehensive solution rather than tackling individual issues in isolation.
  • The intuitive user interface is designed for engineers and office staff at all technology skill levels, ensuring employees can access and use the system effectively after a short training period, reducing deployment barriers across the entire organization from day one of implementation.

User-friendly interface with high-level security

UX design optimized for engineers and office staff, combined with multi-layer data security mechanisms

  • The user interface is designed following simple and intuitive UX principles with clear menu structure, accessible toolbars, and streamlined operation workflows, enabling new users to familiarize themselves and master the system in a short time without requiring lengthy in-depth training sessions.
  • Multi-layer security mechanisms include data transmission encryption, user authentication, and role-based access control, ensuring project document information is always protected at the highest level against leakage risks or unauthorized access by individuals outside the authorized scope.
  • Fully equipped with all essential features of a professional electronic document management system, from storage and search to distribution and approval, all integrated into a single platform with simple and flexible operations that reduce the need for multiple separate tools.

Flexible configuration to match enterprise needs

Each enterprise has its own document management process, and TrueEDMS allows customization to fit reality

  • The software allows configuration and customization of document management processes to match the specific work nature and proprietary management procedures of each client, from multi-level approval workflows to document coding systems aligned with internal enterprise standards.
  • Rather than imposing a single management model on all clients, TrueEDMS provides modules that can be enabled, disabled, and customized flexibly, allowing enterprises to build document management systems appropriate for their scale, industry sector, and specific compliance requirements.
  • TrueTech's technical team provides consulting and initial configuration deployment based on analysis of the enterprise's current document management processes, ensuring the system operates smoothly from the initial phase of implementation.

Unlimited user access without per-user licensing

Scale your usage without worrying about incremental costs per additional user

  • TrueEDMS does not limit the number of users accessing the system, allowing enterprises to scale usage from small projects with dozens of users to large projects with hundreds or thousands of concurrent users without incurring additional per-user licensing costs.
  • The unlimited user model is particularly suitable for large-scale EPC projects where multiple stakeholders including the main contractor, subcontractors, supervision consultants, and project owners all need to access and process documents on a single unified platform.
  • Enterprises can proactively grant access to new project personnel at any time without waiting for package upgrade approvals, ensuring document management operations continue uninterrupted regardless of team size changes throughout the project lifecycle.

Perpetual ownership with no recurring fees

One-time purchase, lifetime use, optimizing technology investment costs for the enterprise

  • TrueEDMS usage duration is perpetual. Enterprises make a single payment and own the software for its entire lifetime without bearing any recurring monthly or annual fees, enabling accurate project budgeting for software costs from the very beginning of the investment decision.
  • The perpetual ownership model helps enterprises save long-term costs compared to subscription-based SaaS software solutions, particularly advantageous for organizations planning to use document management systems continuously over many years.
  • The initial investment cost is effectively distributed across the entire usage lifecycle, delivering higher investment value over time and helping enterprises control their information technology budgets proactively and transparently without unexpected cost escalations.

Professional technical support available 24/7

Partnering with enterprises from deployment through operations, ensuring the system runs stably and continuously

  • TrueTech's professional technical team is ready to support clients 24 hours a day, 7 days a week, ensuring all technical issues arising during system operations are resolved quickly and promptly without impacting project timelines or operational efficiency.
  • Support services include initial deployment consulting, user training, configuration guidance, and technical troubleshooting, forming a complete support chain from the beginning of usage through to stable long-term operations across all departments using the system.
  • The support team possesses deep knowledge of document management processes in industrial projects, not only solving pure technical issues but also consulting on how to optimize document management workflows on the system to achieve the highest possible efficiency.

Key Features Of TrueEDMS

A comprehensive toolkit for electronic document management in industrial projects

Document Transmittal Management

Document Transmittal Management

The Transmittal module in TrueEDMS stores and tracks the entire process of document transfer between the owning company and external parties, as well as within the organization itself. Each time a document is sent or received, the system automatically records the timestamp, sender, recipient, and processing status. Document Control engineers can retrieve transmittal history at any time without needing to contact individual departments directly.
  • The system records detailed information for each document transmittal including transmittal number, sending date, sender, recipient, and current status, completely eliminating the risk of document loss or misplacement between parties involved in the project.
  • Users can create document distribution lists by document type or project phase, ensuring the right recipients receive the right documents at the right time required for their specific responsibilities in the project workflow.
  • Built-in email notification alerts automatically inform users when new documents require action or when response deadlines are approaching, minimizing the risk of delays in the coordination process between all project stakeholders.
Master Document Register (MDR)

Master Document Register (MDR)

The Master Document Register (MDR) module serves as the central hub for storing and managing the complete project document register on a single unified platform. Each document is registered with full attributes including document code, title, revision, status, creation date, and responsible department. Users can search and filter documents by multiple criteria within seconds.
  • Centralized registration of all project documents on a single platform, allowing users to search by document code, document name, document type, status, or responsible department through just a few simple operations on the interface.
  • Detailed management of each document revision with complete modification history and version comparison capabilities, ensuring the project team always works on the latest and most accurate version of every document in the system.
  • Support for multi-level document classification that can be customized from project phases and engineering disciplines to document types, aligned with international technical document management standards used in industrial project environments.
Document Distribution Management (Workflow)

Document Distribution Management (Workflow)

The Workflow module enables users to set up and operate document distribution, review, and approval processes in accordance with each organization's specific management procedures. The system supports creating multiple workflow types depending on the document category and approval level. The entire process is transparently recorded from the moment a review request is submitted until the final approval result is received.
  • Establish multi-level approval workflows with flexible configuration capabilities, ranging from single-department internal approvals to cross-departmental approvals or third-party approvals by supervision consultants and project owners, adapting to various organizational structures.
  • Automatic forwarding of documents to the next approval level upon completion of the current step, eliminating waiting time caused by manual handover and ensuring continuous workflow without interruption throughout the approval chain.
  • Detailed recording of review comments, approval status, and processing time at each step in the workflow, creating a transparent database for auditing and evaluating document processing performance across all departments involved.
Statistical Reporting

Statistical Reporting

The Statistical Reporting module enables the system to generate diverse report types for monitoring and managing project progress, document completion status, and work processing efficiency. Users can define custom report templates according to specific management needs of each company. Report data is updated in real time, ensuring information accuracy and timeliness.
  • Generate comprehensive document progress reports by project, discipline, or project phase, enabling management to make rapid decisions based on real-time data rather than waiting for manual compilation from multiple disconnected sources across the organization.
  • Allow users to design and save custom report templates tailored to each company's specific management needs, including completion rate reports, overdue document reports, and processing efficiency reports by department for ongoing performance monitoring.
  • Support exporting reports in multiple standard formats for sharing with stakeholders, ensuring project progress information is always transmitted accurately to leadership, partners, and external reviewers as required by project governance procedures.
Email Notification Integration

Email Notification Integration

TrueEDMS includes a built-in automated email notification mechanism that alerts users through their personal email when specific actions need to be performed. From new document review requests and approval deadline reminders to overdue document warnings, all notifications are sent directly to the relevant person's inbox. This mechanism ensures no task is overlooked due to lack of information.
  • Send automatic alerts to users' personal email addresses immediately when new documents are forwarded for review or approval, ensuring the fastest possible response time and minimizing waiting periods throughout the document processing workflow.
  • Provide advance reminders before approval deadlines and warnings when documents have exceeded their processing due date, helping project managers closely monitor the work performance of each department and intervene promptly when delay risks emerge.
  • Allow customization of notification frequency and content based on user roles, from design engineers receiving daily notifications to project managers receiving weekly summary reports with consolidated document status information.
User Management and Access Control

User Management and Access Control

TrueEDMS implements a robust and flexible user management and access control mechanism that aligns with each organization's organizational structure. The system allows creating user groups by role and function, from system administrators and project managers to design engineers and document clerks. Beyond predefined permissions, the system allows establishing additional custom permissions.
  • Set detailed permissions by individual module and document type, ensuring each user can only access and operate within the exact scope of work assigned to them, protecting the confidentiality of critical project information from unauthorized access.
  • Enable creation of user groups by department, project, or specific role, allowing administrators to efficiently grant bulk permissions when new personnel join a project or when permission structures need to be reorganized across the organization.
  • Support custom permission configurations beyond built-in templates, accommodating the specific management needs of each company, from small enterprises with dozens of employees to large corporations with thousands of users working simultaneously across multiple projects.

Industries

TrueEDMS is tailored to the specific document management requirements of each industrial sector

EPC Industry (Engineering, Procurement, Construction)

EPC projects generate massive volumes of documents from multiple disciplines, demanding centralized and synchronized management systems
  • The Master Document Register module manages the complete design document register from the Basic Engineering phase through Detailed Engineering, enabling Document Control engineers to track the status of each document by mechanical, electrical, instrumentation, architectural, and structural disciplines on a single unified platform.
  • The multi-level design document approval workflow automatically forwards documents from the design contractor to the supervision consultant and then to the project owner, shortening review and approval cycles from multiple days to just a few hours and ensuring timely document issuance for construction.
  • The Transmittal module records the complete document exchange history between the EPC main contractor and subcontractors, creating transparent evidence for project acceptance and resolving disputes about document schedule and quality when issues arise.

Oil and Gas Industry

Oil and gas projects have stringent requirements for technical document management and compliance with international standards
  • The centralized document version management system ensures all technical documentation from Front End Engineering Design (FEED) through detailed design and Operations and Maintenance (O&M) documents are tightly controlled, with every change fully recorded including modification history and reasons for the change.
  • Multi-tier permission mechanisms align with the stringent security requirements of the oil and gas industry, ensuring only authorized personnel can access and modify critical technical documents such as P&ID drawings, equipment datasheets, and safety documentation.
  • The statistical reporting module allows project managers to track document completion rates by contract package and project phase, supporting progress evaluation and decision-making at periodic Project Review Meetings throughout the project lifecycle.

Infrastructure Construction Industry

Infrastructure projects involve multiple contractors requiring continuous collaborative document management systems
  • The document distribution module enables project owners and main contractors to send construction documents, shop drawings, and acceptance records to the relevant departments through automated workflows, ensuring information is transmitted quickly and accurately between the construction site and the project management office.
  • The centralized storage system retains all documentation from the design phase through construction, completion, and handover, enabling fast and accurate document retrieval for post-construction warranty and maintenance work rather than searching through physical paper archives.
  • Real-time document progress reporting helps infrastructure project management accurately evaluate completion rates of as-built documentation, acceptance records, and settlement documents, supporting timely settlement and payment processes in accordance with contractual commitments.

Energy Industry (Power Generation, Renewable Energy)

Energy projects require complex technical document management with stringent compliance standards
  • Comprehensive technical document management for power plant and renewable energy projects, including Single Line Diagram (SLD) designs, major equipment datasheets such as turbines, transformers, and control systems, all managed with version control and transmittal through multi-level approval workflows.
  • The Transmittal module facilitates technical document exchange between Original Equipment Manufacturers (OEMs), design contractors, and construction contractors, recording detailed information for each exchange to serve as the basis for evaluating document quality and equipment supplier documentation delivery progress.
  • Summary reporting on document issuance progress by contract package and engineering discipline, supporting project readiness assessments for key milestones such as energization, commissioning, and Commercial Operation Date (COD) throughout the project lifecycle.

Industrial Manufacturing Industry

Manufacturing plants need efficient management of operational, maintenance, and quality control documentation
  • The system stores and manages plant operational technical documentation including Operations and Maintenance Manuals (O&M), equipment maintenance schedules, quality control standards, and measurement records, all classified and quickly retrievable by equipment code or installation location within the facility.
  • The Document Change Request approval workflow strictly controls all modifications to operational procedures and technical standards, ensuring all plant personnel always work on the latest and most accurate version of every document throughout the manufacturing facility.
  • The reporting module enables plant managers to track operational document update status, periodic maintenance record completion rates, and document change request processing times, supporting quality management system evaluation according to ISO 9001 standards.

FAQs

Frequently asked questions about TrueEDMS electronic document management software

TrueEDMS is designed to meet document management requirements for large-scale EPC projects. The system supports unlimited user access and allows flexible customization of document management workflows to match each organization’s specific processes. It can simultaneously manage multiple projects with thousands of documents, making it ideal for power plant construction, industrial facilities, and large infrastructure projects.

Start your electronic document management transformation today

Contact TrueTech for a free consultation and live demo of the TrueEDMS software

info@truetech.com.vn 024.3776.5088 Consultation via Zalo
Perpetual ownership, no recurring fees Unlimited user access 24/7 technical support Custom configuration to match your needs