What Is a Document-Centric Approach?
A document-centric approach refers to managing and retrieving information primarily through documents, drawings and files rather than through structured data or asset identifiers. In this model, information is organized around the document itself, such as a specification sheet, vendor manual or P&ID, rather than the underlying data it contains or supports
Document-centric systems have long served as the backbone of engineering and operations management, but as facilities evolve toward connected digital ecosystems, the limitations of this approach have become more visible.
How Document-Centric Systems Function
In a document-centric environment, every data element (equipment details, test results, material lists, etc.) is embedded within a document. The document becomes the authoritative source of truth, and workflows revolve around creating, reviewing and approving those files.
Common characteristics include:
- File-Based Organization: Information is grouped by document type or discipline, such as mechanical drawings or equipment datasheets.
- Version Control: Each version represents a specific state in a document’s lifecycle, maintained to preserve access to previous iterations for reference or audit purposes.
- Revision Management: Revisions capture approved updates or modifications to a document’s content, ensuring users always reference the most current and accurate information.
- Metadata Limits: Indexing focuses on descriptive fields like title, discipline, document type or revision rather than specific asset or part attributes.
- Manual Traceability: Relationships between documents and assets are inferred through file names, metadata or references in text rather than defined links.
While this method ensures that key records exist, it restricts how efficiently that information can be searched, analyzed or applied across systems.
Comparison to Tag-Centric & Data-Centric Models
A document-centric model organizes information around the document itself. While this approach ensures every document exists, it often limits visibility, integration and efficiency. Tag-centric and data-centric approaches shift the focus toward the asset and its underlying data, creating stronger connections across systems.
- Document-Centric: Information lives inside drawings, manuals, reports, etc. Users locate files rather than query structured data, which makes traceability and analytics difficult.
- Tag-Centric: Every record links back to a unique equipment tag, allowing teams to see all related information from one reference point.
- Data-Centric: Data attributes and relationships become the foundation. Information is searchable, comparable and reusable across systems and lifecycle stages.
These approaches represent stages of maturity. Most organizations start with document-centric practices and gradually evolve toward
tag- and data-centric models as they strengthen governance and digital capability.
Where Document-Centric Still Applies
A document-centric approach remains useful in specific scenarios:
- Design and construction phases where detailed drawings, contracts and manuals serve as official deliverables.
- Low-complexity operations or smaller facilities with limited asset counts where manual retrieval is manageable.
- Specific documents that need to be produced and maintained (e.g., specific permits, test certificates, etc.), based on location and regulatory legal requirements.
However, for organizations managing thousands of assets across multiple sites, this approach quickly becomes inefficient. The effort required to locate and reconcile document-based information grows exponentially with scale, creating barriers to standardization and continuous improvement.
