CASE STUDY
Document Management
INDUSTRY
Building Products
HEADQUARTERS
Scottsdale, AZ
SITES
30+
SINCE
2021
65+
2,700+
1,300+
Executive Outcome Summary
Carlisle Construction Materials implemented Benchmark Gensuite Doc Manager to replace a fragmented document environment with a centralized document management system built around version control, permissions-based governance, and long-term traceability. Within the first year, the quality team completed more than 65 document reviews, supported more than 1,300 document uploads, and generated over 2,700 downloads from the governed repository — evidence that a controlled document management system, when configured to match real operational requirements, can achieve sustained adoption without friction. What began as a quality-led initiative quickly attracted EHS and safety teams, demonstrating how a single document governance foundation can scale across enterprise functions.
Manufacturing at Scale Demands More Than Document Storage
Carlisle Construction Materials LLC (CCM) is a diversified manufacturer and supplier of premium building products for the commercial and residential construction markets, and a recognized leader in the roofing industry for nearly half a century. CCM’s product portfolio spans high-performance single-ply roofing systems, polyiso and expanded polystyrene insulation, steep-slope underlayments, and related building technologies. A division of Carlisle Companies, the organization employs more than 3,800 people and operates manufacturing facilities across North America and Europe.
Carlisle has been a Benchmark Gensuite subscriber since 2021. As a process-driven manufacturer operating across quality, environmental health and safety, sustainability, and process safety functions, Carlisle generates a substantial volume of controlled documentation — procedures, standards, work instructions, SOPs, and program documents — that employees rely on daily, that auditors review, and that quality management systems depend on for consistency and traceability. The document management challenge Carlisle faced was not about finding a better place to store files. It was about establishing the governance infrastructure those documents required.
Industry Context
In manufacturing environments, document control is not a storage problem. It is a governance problem — and the two require fundamentally different solutions.
When Fragmented Document Storage Undermines Document Confidence
Carlisle’s quality team needed a document control system capable of bringing order to a document environment that had grown increasingly difficult to govern. Controlled documents were distributed across SharePoint, sustainability repositories, quality systems, and multiple functional areas. In practice, this created a recurring operational problem: teams could not reliably determine whether the document in front of them reflected the most current approved revision, or whether different sites or groups were referencing different versions of the same procedure.
The challenge was not simply where documents lived. It was whether the organization could trust them.
As Kayla Marcum, Senior Customer Success Manager at Benchmark Gensuite, described Carlisle’s starting point: “Documents were all over the place… SharePoint, sustainability, several different functions. The team didn’t always know what the latest revision was.”
The governance gaps were real and compounding. Without a centralized document management system, Carlisle could not distinguish between major and minor revisions, could not enforce consistent access controls, could not preserve a reliable version history, and could not give employees a single trusted source for the controlled content they needed to do their work. As document volumes grew and more functions became involved, maintaining consistency through disconnected repositories became operationally unsustainable.
Carlisle needed a document management system that could centralize controlled content, enforce governance controls, support quality-aligned revision management, and create a scalable foundation that other functions — including EHS and safety — could adopt over time.
Document Manager best meets Carlisle’s document management requirements. Through close collaboration with Benchmark, specific features not originally available in Document Manager were successfully implemented. This collaboration enabled a low-friction adoption of the platform.
Eric Gatmaitan — Quality Management System Manager, Carlisle Construction Materials
Configuring a Document Management System Around Real Governance Requirements
A successful document management implementation depends as much on operational preparation as it does on software configuration. Carlisle’s internal project lead, Eric Gatmaitan, played a central role in that preparation — inventorying existing documents, identifying governance requirements, and helping prioritize the capabilities the system needed to support quality operations from day one. That internal readiness allowed the project team to focus on configuration rather than discovery.
Rather than treating Doc Manager as a generic file repository, Carlisle and the Benchmark Gensuite team worked through how the platform needed to align with the organization’s specific document control expectations. The collaboration was iterative and outcomes-oriented, with several refinements made after initial deployment — including adjustments to document footer requirements that better reflected Carlisle’s operational standards.
The implementation addressed several interconnected governance priorities:
1
Major and minor revision logic
Configuring the system to distinguish between substantive procedural changes and smaller document updates — enabling more precise change management without overstating revision significance.
2
Version control and document history
Establishing a traceable version record so teams could understand document evolution and access prior versions when needed.
3
Document footer enhancements
Iteratively refining footer requirements to meet Carlisle’s governance standards, including post-deployment adjustments that better aligned the system with operational expectations.
4
Permissions and access management
Implementing role-based access controls to ensure the right people could view, manage, and update specific documentation — while protecting sensitive or restricted content.
5
Collections-based document organization
Structuring content into business-wide and function-specific collections that reflected both operational logic and access requirements.
6
User adoption strategy
Designing the rollout to reduce friction — ensuring that configuration decisions supported the way employees actually worked rather than forcing users into a rigid process model.
The result of this collaborative approach was a document management system that reflected Carlisle’s governance requirements from deployment — rather than requiring teams to adapt their processes to accommodate the tool.
A Centralized Document Management System Built for Governance, Version Control, and Cross-Functional Scale
1
Establishing a single source of truth for controlled documents
Consolidating controlled content into a single governed environment gave Carlisle a reliable foundation for document review, maintenance, archival, and access. Rather than relying on multiple disconnected repositories, employees could locate approved documentation through a centralized document management system designed specifically for controlled content — eliminating the version uncertainty that had characterized the previous environment.
2
Strengthening revision control with major and minor versioning
Version control emerged as the most operationally significant requirement for the quality team. The implementation established a revision framework that distinguished between major updates and minor changes, allowing teams to understand not just that a document had changed, but how significantly it had changed.
“Major and minor revisions were really key for them… instead of version two to three, a minor revision could be version 2.1.”
Kayla Marcum — Senior Customer Success Manager, Benchmark Gensuite
3
Organizing documents through collections and permissions-based access
Carlisle organized documents into collections aligned to business functions and access requirements. Permissions controls allowed the organization to govern who could view, manage, or update specific documentation — creating a governance model that improved both document organization and access accountability. As that structure matured, EHS and safety teams began engaging with the system, demonstrating how a quality-led document management initiative can create a governance foundation other functions can adopt.
4
Connecting controlled documents to operational workflows
Doc Manager is integrated throughout the Benchmark Gensuite platform, allowing users to attach controlled documents directly into operational activities — audits, inspections, incident management, corrective actions — using live, ID-based document references that remain intact even if documents are reorganized within the repository. This maintains a governed single source of documentation within the workflows where employees actually need it.
“Every time you see that Add attachment section, you’ll see the Attach from Doc Manager function.”
Laura Fiume — Associate VP, Strategic Solutions & Growth, Benchmark Gensuite
The implementation also positioned Carlisle to take advantage of Ask Genny AI, Benchmark Gensuite’s AI search and summarization capability within Doc Manager. Users can search the document repository by keyword, identify relevant controlled documents, and review AI-generated summaries before opening or downloading files — helping employees locate approved content quickly without leaving the governed document environment.
Sustained Adoption, Stronger Governance, and a Foundation for Enterprise-Wide Document Control
Within the first year of deployment, Carlisle’s quality team completed more than 65 document reviews, supported more than 1,300 document uploads representing new and revised controlled content, and generated over 2,700 downloads from the Doc Manager repository. These figures reflect a document management system that employees are actively using — not one that exists in theory but is bypassed in practice.
The operational outcomes extended beyond adoption metrics. The governance foundation Carlisle established through this implementation addressed the core challenges the organization had brought to the project.
65+ document reviews completed within 12 months of deployment
More than 1,300 documents uploaded as new or revised content in over 6 months
Over 2,700 document downloads from the governed repository
Controlled documents centralized across 30+ sites
Major and minor revision management aligned to quality governance expectations
EHS and safety teams actively engaging with the document management platform
Low-friction rollout supported by tailored configuration and iterative refinement
Controlled documents connected to operational workflows via live Doc Manager references
How Carlisle Evolved Its Document Control Environment
| BEFORE | AFTER |
|---|---|
| Documents distributed across SharePoint, sustainability repositories, and multiple functional systems | Controlled documents managed within a centralized document management system accessible across 30+ sites |
| No consistent way to determine whether teams were using the current approved revision | Version history and revision status visible within a single governed system |
| No distinction between major procedural changes and minor document updates | Major and minor revision management aligned to quality governance requirements |
| Inconsistent access controls and variable document ownership practices | Permissions-based governance with controlled access at the collection level |
| Documents organized inconsistently across disconnected repositories and functions | Collections-based structure aligned to business functions and governance requirements |
| Controlled documents disconnected from operational workflows | Live Doc Manager references embedded in audits, inspections, corrective actions, and incident management |
| Document governance limited to quality function | EHS and safety teams actively adopting the platform as the governance foundation expands |
Customer Outcome
“With all those changes, it has created a very low-friction adoption for them.”
Kayla Marcum — Senior Customer Success Manager, Benchmark Gensuite
What Quality and Operations Leaders Can Take From Carlisle’s Experience
Carlisle’s document management implementation surfaces several operational lessons relevant to any organization evaluating document governance maturity.
Document Management Systems Are Becoming Enterprise Governance Infrastructure
Carlisle’s experience reflects a broader operational shift occurring across quality, EHS, and sustainability programs in manufacturing and process-intensive industries. Organizations that initially managed controlled documents through SharePoint, shared drives, or function-specific repositories are increasingly finding that document storage and document governance are fundamentally different disciplines — and that the gap between them creates real operational risk.
As regulatory expectations evolve and audit scrutiny intensifies, quality management systems, EHS programs, and operational compliance functions are being held to higher standards of document traceability, version accountability, and access control. A document management system purpose-built for these requirements provides capabilities that generic file storage platforms cannot:
The measure of a document management system is not the number of documents it stores — it is the confidence the organization places in those documents, and the operational consistency, audit readiness, and governance maturity that confidence enables.
ORGANIZATION
Headquarters
Scottsdale, AZ
Sites
30+
Industry
Building Products Manufacturing
Solutions Used
Doc Manager
Ask Genny AI
TOPICS
Document Management
Document Control
Version Control
Quality Management
EHS Governance
Audit Readiness
Document Traceability
Controlled Documents
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