OnePCP DMS Decision Tool

Decide when to use OnePCP DMS vs alternative solutions

How This Decision Flow Works

Quick logic summary:

ANY MUST = YES: final decision is USE OnePCP DMS, further evaluation stops, and remaining questions are hidden.
0 MUST and 3+ HIGH = YES: USE OnePCP DMS.
0 MUST and 1-2 HIGH = YES: OnePCP DMS RECOMMENDED.
0 MUST, 0 HIGH, and at least 1 MEDIUM = YES: Alternative is OK.
No YES answers: treated as temporary/low-impact case, Alternative is OK.

Use Reset Form / Check Again to start a new scenario.

Step 1: Answer the Criteria

Select YES or NO for each criterion based on your document situation:

Document Type MUST

Official business documents, project and product documentation, contracts, policies, procedures

YES NO

Compliance MUST

Subject to ISO, IEC, regulatory, or internal/external quality standards

YES NO

Approval Workflow MUST

Requires formal review and approval process with traceability

YES NO

Audit Trail MUST

Need to track who accessed/modified the document

YES NO

Retention Requirements MUST

Subject to retention policy or legal hold

YES NO

Long-term Storage MUST

Need to keep the document and its entire version and revision history for more than 2 years

YES NO

Document Lifecycle HIGH

Formal lifecycle (draft → review → approved → archived)

YES NO

Granular Access Control HIGH

Complex permission matrix at document level, organization-wide audit requirements with mandatory quarterly access reviews.

YES NO

Version and ABB Revision History HIGH

Need to track changes and restore previous versions. Need to follow ABB Revision History rules

YES NO

Enterprise Collaboration HIGH

Multi-team collaboration WITH version and revision control, audit trail, approval workflows.

YES NO

Searchability MEDIUM

Must be findable via metadata/tags

YES NO

Integration MEDIUM

Links to other systems (ABB Library, IDG, IMS etc.)

YES NO

Team/Department Scope MEDIUM

Cross-department, organization-wide or company-wide access

YES NO

Step 2: Your Results

MUST criteria met (YES answers): 0

HIGH criteria met (YES answers): 0

MEDIUM criteria met (YES answers): 0

Step 3: Your Recommendation

Answer the criteria above to see recommendation

Practical Examples

Compare these examples with your documents to help with your decision:

Document Type	Use OnePCP DMS?	Why?
Customer contracts	YES	Legal retention, approval workflow, version control required
Quality procedures (ISO)	YES	Compliance requirement, controlled documents
Project documentation	YES	Team collaboration, version history, long-term storage
Meeting minutes (official)	YES	Audit trail, retention policy, searchability
Financial reports	YES	Compliance, access control, retention requirements
Technical specifications	YES	Version control, approval workflow, cross-team access
Personal to-do lists	NO	Personal use, no retention/compliance needs
Draft emails	NO	Temporary, individual use
Quick calculations/notes	NO	Working files, can use local storage
Screenshots for troubleshooting	NO	Temporary unless part of formal documentation
Training materials (final)	YES	Company-wide access, version control
Lunch order spreadsheet 😊	NO	Temporary, no business value

Best Practices Summary

✓ What to DO

When in doubt, use OnePCP DMS – it's better to have documents organized than scattered
Start with DMS for any document you might need to find in 6+ months
Use OneDrive for personal working files, move to OnePCP when ready to share
Never store official business documents only on local drives or personal storage
If a document might become official later, start in OnePCP to preserve history

✗ What NOT to DO

Don't use OnePCP for: temporary files, personal notes, duplicate copies
Don't bypass DMS to avoid permissions – request proper access instead

When to Use OnePCP DMS

Overview

OnePCP DMS (Document Management System) is ABB's centralized solution for managing official business documents. It provides security, compliance, version control, and audit trails – but it's not for everything.

Key Features of OnePCP DMS

Version Control: Track all changes and restore previous versions
Access Control: Manage who can view, edit, or download documents
Approval Workflows: Route documents through formal approval processes
Audit Trail: Track who accessed or modified each document and when
Retention Policies: Automatically manage document lifecycle
Compliance: Meet ISO, IEC, regulatory, or internal/external quality standards
Integration: Link to other ABB systems
Searchability: Find documents using metadata and tags

When to Use Alternatives Instead

OneDrive/Teams: Personal working files, drafts, temporary collaboration

Local Storage: Personal notes, temporary files (< 30 days)

Email: Quick communication (but always save final versions to DMS)

Decision Framework

Use the Decision Tool tab above to answer questions about your document. The tool will recommend whether to use OnePCP DMS based on:

ANY 'MUST' criteria met: Use OnePCP DMS
3+ 'HIGH' criteria met: Use OnePCP DMS
1-2 'HIGH' criteria met: OnePCP DMS RECOMMENDED
Only 'MEDIUM' criteria met: Alternative is OK
Temporary files (< 30 days): Alternative is OK