An EDMS (Electronic Document Management Software) is generally a nice tool. But, as all the tools, He can not do the job by itself ! It needs to be populated with assessed data, all the documents and to have industry specific functions. This is generally not the case and these are the 4 main reasons you are struggling to find a document:
Reason 1 : the document is not OCRized and it is then impossible to index the document and to use “full-text” search engine capabilities.
Reason 2 : the documents have no meta-data (title, supplier, type of document). If I am looking for a P&ID, I am not really concerned by all the documents that contain “P&ID” in the text, but by all the P&ID as a document.
Reason 3 : the document is not related to the concerned equipment tag. When you are looking for the O&MM of your main pumping station, you generally want to search by the tag of the failed equipment and not by the supplier. This because you need to find the documentation as fast as possible to repair !
Reason 4 : documentation is missing. How many time have you searched for documentation that were not existing ? This is a waste of time, but to check the document is not in the database you have to search for hours, or to ask a colleague, or at the end, go to the internet.