The manufacturing companies’ core operation is a labor and process-intensive process that requires proper recordkeeping every step of the way. Whether it’s for purchase orders, materials tracking, inventory reports, regulatory records, and many others, an efficient document management system for manufacturing operations is important to keep things running smoothly.
In the past, executives and supervisors had to deal with tons of manual paperwork (and often, some backlogs) to keep records accurate and updated. These recordkeeping tasks could take away precious time and energy that could have been used to focus on the more important aspects of the manufacturing operations.
In the later years, the document processing and handling process has become automated and digitized, which makes information storage much quicker. However, this isn’t enough. For a document management system to be truly efficient, it must also be well-organized and allow for convenient access to information and documents whenever and wherever they’re needed.
Benefits of Efficient Document Management Solutions (DMS) for Manufacturers
Fortunately, there are efficient modern-day systems, such as the Kyocera document management solutions for manufacturing operations, that can lift a big chunk of the arduous, mundane yet still-important record-handling tasks off the employees’ shoulders so that the core operations are put into focus.
A single source of information with automated electronic backup
An efficient DMS provides a central repository for documents that greatly eliminates the risks of misplaced records and erroneous information. This single source of information also makes storing and retrieval of files much more convenient and quicker. With an automated electronic backup, manufacturing companies can ensure that confidential data is secured.
Streamlined work processes
With the help of service providers offering managed print services or MPS for manufacturing companies, operating procedures, and work instructions can be standardized and digitized for convenient access to all employees and departments. In this way, manufacturers can assess their current workflows and make adjustments to ensure procedures are as streamlined as they should be.
Consistent output
Having a well-implemented document management system for manufacturing companies can help ensure consistency not just in the quality of end products but also in all work across the operation. With existing written documents on standard operating procedures that are accessible by employees, there are always reliable guidelines on how every part of the operation is done. Furthermore, management can access digital files conveniently when they need to assess the workflows and make necessary changes to accommodate new product variants.
Promotes a systematic approach to document organizational structure
An effective DMS can assist users to take a systematic, organized approach when it comes to structuring documents. For example, DMS software allows for the creation of document trees to have a folder for documents that are related to one another.
An efficient DMS also allows finding the necessary files available in the system by making a simple keyword search. The software can also be applied with a calendar feature which can be used to provide supervisors or relevant employees with a notification of overdue tasks or files in need of immediate action.
Strengthens data security
Manufacturers who rely on manual paper documentation for sensitive information and confidential data often run the risk of having various vulnerable points for data security breaches. For one, documents on the company’s proprietary procedures, patented designs, and other intellectual works could leak out to the public or worse, to competitors. Also, data security breaches put the company at risk of non-compliance with data security regulatory matters.
Other examples of sensitive information kept by manufacturing companies include:
- Banking records
- Trade secrets
- Financial projections
- Personnel information
Partnering with a company offering MPS for manufacturing companies can help establish convenient, efficient, and secure information management solutions for all your data handling and storing requirements. For example, the Kyocera managed print services utilize printers, copiers, and scanners that come with a variety of security features to ensure sensitive information is protected from unauthorized access.
Control of document revisions
Manual paperwork and disorganized document storage can result in multiple copies of the same document. This can later on result in confusion for everyone who retrieves a document for referencing, thinking that it’s the latest, working document in the system.
A well-designed DMS has an automatic revision and updating process to ensure that all documents in the repository are current and that only the newest versions are available for editing by authorized personnel. Furthermore, if initial documents should be kept intact, the DMS allows for the creation of primary and secondary documents if needed.
Fast and convenient traceability
Aside from SOPs, manufacturing companies have to keep a variety of other documentation such as inventory records, batch records, equipment repair/maintenance records, and many others. In fact, every procedure and every change made within the manufacturing workflow must have a record to ensure convenient traceability should the company need to audit its activities and changes to documents especially when it comes to complying with government regulations.
The Kyocera document management solutions for manufacturing operations make it easy to search for a variety of records for a faster, more convenient auditing process.
Flexible, real-time decision-making
Undesirable incidents can happen in a manufacturing process and these include machinery breakdowns. By having a well-established document handling system, managers can instantly gain access to information to help them find solutions to rectifying any incident.
In the case of equipment malfunction, the relevant employees can quickly refer to documents on SOPs and equipment manuals to ensure the machine will be back in operation as soon as possible. Broken machinery can disrupt operations and can also result in poor-quality products that don’t meet regulatory standards. Thus, a well-implemented document management system can ensure that the production line becomes operational once again with reduced downtime.
Easy compliance with document-retention regulations without high storage costs
A lot of compliance-related files are mandated to be maintained for a specific period. These documents can be easily and automatically stored digitally within the DMS, which also helps eliminate or reduce the company’s costs associated with the maintenance of a physical storage space.
Get in touch with a DMS provider today!
To ensure having a document management system that best suits the needs of your manufacturing operations, get in touch with MSA Business Technology at once! We’re dedicated to providing companies with the most exemplary service and best office equipment in terms of print and document management solutions.