7 Use Cases of Document Management in the Space Industry

Whether you like it or not, documents are crucial in the space industry and will remain so. They are essential for keeping track of critical information and ensuring that everyone involved in a space project has access to the most up-to-date files. Document topics can range from instructions on operating a piece of equipment to launching a full-fledged rocket and every space technology in between.

Here are five ways document management is used in the space industry:

1. Tracking changes to mission-critical documents

In the space industry, it is crucial to track changes to mission-critical documents. Document management systems can help by keeping track of who makes changes to a document and when those changes are made. This is important to ensure that all stakeholders are aware of the most up-to-date document version and to avoid any confusion or mistakes that could occur if an outdated document is used.

2. Managing large numbers of documents

The space industry generates many documents, both internally and externally. Document Management Solutions can help manage these documents by organizing them into folders and subfolders and providing search functionality so that specific documents can be easily found when needed.

3. Sharing documents with external stakeholders

In the space industry, many external stakeholders are often involved in a project, such as government agencies, private companies, and international organizations. Document management systems can help to share documents with these external stakeholders by providing them with access to a secure online repository where they can view and download the documents they need.

4. Ensuring document security

Due to the sensitive nature of some information in space industry documents, it is important to ensure that these documents are kept secure. Document management systems can help to do this by providing role-based access control, which allows only authorized users to view and edit certain documents. Additionally, document management systems can provide auditing capabilities so that it is possible to track who has accessed or modified a document and when those actions were taken.

5. Archiving outdated documents

The space industry generates a lot of documentation, and over time, some of this documentation will become outdated and no longer relevant. When this happens, it is important to archive these documents so that they are not accidentally used or referenced in the future. Document management systems can help to archive outdated documents by storing them in a separate area away from the more current documents

6. Create digital signatures for documents

A digital signature is an electronic way of signing a document; it makes the document’s approval legally binding in many countries. In the space industry, digital signatures can be used for contracts and other important documents. Document management systems can help create digital signatures for documents by providing a secure platform to sign the document electronically.

7. Manage user access to documents

In the space industry, it is important to control who has access to which documents. Document management systems can help to manage user access to documents by providing role-based access control. Only users with the right access to documents can view or edit them. Additionally, document management systems can provide auditing capabilities so that it is possible to track who has accessed or modified a document and when those actions were taken.

Use ECLIPSE to manage your projects in the Space industry

Within engineering and space projects, task management, risk management, non-conformance management, and technical reviews can be combined with document management to create an efficient product and quality assurance process. This system is also called an Enterprise Content Management System. The ECLIPSE Software Suite offers a complete ECMS system and is commonly used within the space industry.

If you’re in the space industry, or any other industry for that matter, and are looking for a solution that is secure, reliable, and easy to use, you can get an ECLIPSE Software Suite trial. With its easy-to-understand interface, robust security, and abundance of features, ECLIPSE may be the change in your engineering team that you are looking for.

Contact us today to learn more about how ECLIPSE can help streamline your document management process and get a FREE demo.