Tamazari | Utility Document Management
Make the Right Engineering Records Easy to Find and Hard to Mistake.
When engineering records are scattered across paper files, network drives, project folders and legacy systems, finding the current approved version becomes an uphill battle. Teams need to know which record is current, who approved it, which asset it belongs to and whether it can be trusted. A successful utility document management program creates a reliable path from an asset or work task to the approved record.
Tamazari helps electric, gas and water utilities build that path around real operational needs—not a generic software feature list. We lead the work from requirements gathering and record inventory through migration, testing, training and operational handoff, giving teams faster access to the approved records they need to work with confidence.​
Tamazari modernized engineering records for 229 transmission lines, including drawings dating back to the 1940s, and integrated them with SAP, Smallworld GIS, Esri and Tenzing. The result: decades of asset history became easier to access through the tools office and field teams already used.
Tamazari led the rollout of a centralized Bentley document imaging environment, including requirements validation, user acceptance testing, project governance, training and change management. The result: document retrieval time decreased from days to seconds, giving engineers faster, more consistent access to approved drawings.
Utility Document Management Services
We help utilities modernize engineering document management from strategy and record inventory through migration, integration, and long-term governance.
Document Management Strategy and Roadmap
Define the business outcomes, priority use cases and practical sequence for modernization. We help align engineering, operations, records, IT and compliance teams around what needs to improve first and how success will be measured.
Record Inventory and Migration Planning
Understand what exists before moving it. We assess source systems, paper and digital collections, record condition, duplication, ownership and business value. The result is a migration plan that prioritizes the records people need most.
Metadata, Taxonomy and Asset Linking
Create a consistent way to identify, classify and retrieve records by asset, facility, line, project, document type, status and revision. We connect document identifiers to the asset structures used in GIS and enterprise asset management systems.
Workflow, Revision and Approval Design
Clarify how records are created, reviewed, approved, superseded and retained. We design practical controls that make the approved version easy to identify without disrupting established workflows.
System Integration and Field Access
Bring records into the tools where work already happens. Tamazari helps utilities connect document repositories with GIS, asset management, project and field workflows so users can reach the correct record from familiar operational systems.
A Practical Path from Legacy Records to Trusted Access
We move each engagement through four clear stages designed to reduce risk and maintain operational continuity.
​
1. Assess the Records
Inventory existing records, systems, ownership, condition and business priorities.
​
2. Define the Structure
Establish metadata, taxonomy, asset relationships, workflows and governance requirements.
​
3. Migrate and Integrate
Prepare and migrate prioritized records, then integrate them with GIS, asset management and field systems.
​
4. Validate and Govern
Validate record accuracy, links, permissions and retrieval before training users & transitioning to ongoing operations.
Utility Document Management FAQs
What is utility document management?
It is the controlled creation, classification, approval, storage, retrieval and retention of engineering and operational records. It helps teams find the current approved document for the correct asset while preserving revision history and ownership.​
​
What is the most important capability in a utility document management system?
The ability to find the current approved record for the right asset and understand its status, owner and revision history. Search, metadata, workflow and integration should all support that outcome.​​
​
How is document management different from enterprise asset management?
A document management system controls drawings, specifications and other records. An enterprise asset management system manages asset data, work and maintenance. They should share stable asset identifiers, but each remains responsible for different information.​
​
Which records should a utility modernize first?
Start with records tied to a clear operational need or known risk, such as frequently used substation drawings, transmission records, standards or project closeout documents.​
​
Does every legacy record need to be digitized before implementation?
No. Begin with a defined asset class, facility group or document type. Prioritize records by business value, condition, frequency of use and risk.​
​
How do you validate a document migration?
Check record counts, metadata, representative samples, links and permissions, then run end-to-end user acceptance testing. A user should be able to start with an asset or work task and reliably open the correct approved record.​
​​​
Make Your Next Project Easier to Deliver
We provide high-stakes technical execution services.
Subscribe to our newsletter
Phone: 832-862-5616
Email: partnerships@tamazari.com
