7 Ways Document Management Benefits Manufacturers

In an age of digitalisation, companies are looking for digital solutions to simplify their processes. With regards to production, manufacturers have always sought out the latest innovations, even accounting for over half of the country’s research & development expenditure in 2023; However, manufacturers are still behind-the-times when it comes to modernising their day-to-day business processes. One of the simple ways modern manufacturers can modernise is by having a robust document management system in place. In this blog, we’ll be discussing 7 ways document management benefits manufacturers and show you some examples of how working with a document management provider such as Woodbank Office Solutions can make that process simple, effective, and stress-free.

The 7 Benefits of Document Management

1. Improved Document Organisation

Manufacturing companies deal with a large volume of documents, including product specifications, design drawings, quality control records, and compliance documents. Document management software provides a centralised repository to store, organise, and categorise these documents. It enables easy searching, retrieval, and version control, ensuring that the right documents are available to the right people at the right time.

2. Enhanced Collaboration

Manufacturing processes often involve multiple teams working together, including on design, engineering, production, and quality control. Document management software facilitates collaboration by allowing teams to access, share, and retrieve simultaneously. It supports real-time editing, commenting, and notifications, promoting efficient teamwork and reducing communication gaps.

3. Version Control and Audit Trails

Manufacturing companies frequently update documents as product designs evolve, new revisions are released, or changes are made to processes. Document management software can track document versions and maintain an audit trail of modifications, enabling companies to monitor document history, review changes, and with management permissions allow you to view who has accessed the document. This feature enhances regulatory compliance, simplifies quality audits, and ensures that the latest information is readily available.

4. Streamlined Workflows

Document management software can automate your workflow processes, such as document routing, review, and approval. It can eliminate the manual handling of documents, reducing the risk of errors, delays, and lost paperwork. Automated workflows ensure that documents progress smoothly through various stages, ensuring adherence to defined processes, improving efficiency, and accelerating time-to-market. With an environment of slowed productivity, reducing time-spent on tasks is crucial.

5. Secure Document Storage

Manufacturers often handle sensitive information, such as proprietary designs, trade secrets, customer data, and compliance-related documents. Document management software offers secure storage with access controls, encryption, and user permissions, safeguarding confidential information from unauthorised access, loss, or theft. With the systems being cloud-based, it provides security against local data loss, allowing manufacturers to back-up files that would otherwise be stored locally.

6. Compliance and Regulatory Requirements

Manufacturing companies operate in a highly regulated environment. Document management software benefits manufacturers in meeting compliance requirements by providing tools for document versioning, controlled access, tiered authorisation based on user level, and document retention policies. It simplifies the process of demonstrating compliance during audits and inspections, reducing administrative burdens and mitigating compliance risks.

7. Cost and Time Savings

By eliminating the need for manual document handling, reducing search times, and streamlining workflows, document management software saves time and reduces operational costs. It minimises paper-based processes, printing, storage, and physical document distribution expenses. Additionally, the automation of document-related tasks improves overall productivity and allows employees to focus on value-added activities.

Document management software offers manufacturing companies improved document organization, enhanced collaboration, version control, streamlined workflows, secure storage and retrieval, compliance support, and cost/time savings. These benefits contribute to increased productivity, operational efficiency, and regulatory compliance, ultimately leading to improved competitiveness, even more funds for research & development, and customer satisfaction.

How Woodbank Office Solutions Can Support You With Your Document Management

With our document management software solutions, including software Filestar and DocuWare, Woodbank Office Solutions Ltd can support you with your document management in several different ways.

Finding the Right Software Solution

We assess the specific needs of your business to recommend the suitable document management software solution for you. We have different document software solutions available, including Filestar for simpler workflows and DocuWare for more complex workflows. We consider factors such as functionality, scalability, integration capabilities, and cost-effectiveness to your individual business. This ensures that the chosen software aligns with your requirements and business goals.

Implementation and Integration

At Woodbank Office Solutions, we assist with the implementation and integration of document management software into your existing systems and processes, and we even assist with the replacement of a current software solution when a new one is more beneficial. We work closely with your IT team to set up the software, configure it according to your needs, and integrate it with other software applications such as ERP systems or quality management systems, ensuring a smooth transition and optimal utilisation of your new document management software.

Customisation and Workflow Design

Depending on the software solution, we can make custom adjustments to meet the unique requirements of your manufacturing company. We also support you in implementing document workflows tailored to your specific processes and compliance needs. This includes configuring document approval processes, notifications, and access controls to ensure efficient collaboration and adherence to regulatory requirements. 

Demonstrations, Training and User Support

We understand that our clients need to see systems in action, to better understand how they will work. We provide demonstrations on how the document management software operates and we work with you to familiarise users with the software’s features. Ongoing technical support and assistance can also be provided to address any issues or questions that may arise during the software’s usage.

System Maintenance and Upgrades

When working with Woodbank, system maintenance and adjustments come part of the package to ensure the document management software is up-to-date, secure, and operating as it should, helping you stay current with the latest software features, bug fixes, and security enhancements, ensuring a reliable and robust document management system.

Scalability and Future Growth

If your manufacturing company grows, we help assess the scalability options of the software and recommend strategies for accommodating increasing document volumes, users, and organizational changes. This ensures that the document management solution remains effective and adaptable to the manufacturer’s evolving needs.

At Woodbank, we serve as your trusted partner, offering expertise, support, and guidance throughout the entire lifecycle of document management software implementation and usage.

READ OUR CASE STUDY to find out how we helped a UK manufacturer improve efficiency and reduce costs.

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