Manufacturing workflows have dozens of moving parts, and manufacturing processes require collaboration from multiple parties — all involving documentation of some kind. With documents moving among departments daily, manufacturing companies are constantly tasked with mitigating risk, ensuring accuracy, and maintaining speedy workflows. Trying to achieve those goals with manual document management is difficult and cumbersome, if not impossible.
Automation from manufacturing document management software is the key to streamlining all documentation processes. Manufacturers in every industry leverage document management to centralize information, secure document sharing, ensure compliance, and much more.
Why Implement a Manufacturing Document Management System?
Improved Organization and Accessibility of Documents
Manufacturers have documentation associated with every aspect of production — from specifications to designs to procedure protocols. A manufacturing document management system brings all the product data, engineering revisions, drawings, and more into a single repository. The system acts as an organized hub for all documentation, enabling manufacturers to make data easily accessible to the right parties in secure ways.
Streamlined Collaboration and Version Control
Document control software for manufacturers enables the appropriate people, departments, and stakeholders to collaborate on projects, production needs, and decisions seamlessly with unobstructed access to documentation. Manufacturers no longer have to deal with process bottlenecks because important data has gone missing on paper files or it’s difficult to retrieve from local computers. Version control lets collaborators see who made what change and when on every document.
Enhanced Security and Compliance
Manufacturing companies must meet regulatory compliance standards and maintain quality assurance systems in case of an audit — all of which are made easier with document management solutions. With a single source of truth for all documentation, retrieving files is quick, and getting ready takes far less time than manual document management. The document management system allows you to set security protocols so you can demonstrate and track who has access to what information, and it automates many procedures manufacturers need to adhere to in order to stay compliant.
Document management software allows manufacturing companies to maintain compliance by enabling:
- Lot tracing
- Document retrieval by any type of metadata
- Easy management of BOMs and related documents
- Electronic signatures compliant with FDA CFR 21 Part 11
- Archiving of historic documents
- Stored training records
- Incident and complaint file management
- Dynamic reporting capabilities
The ENSUR Document Management System is capable of running in a tightly secured cloud-based environment, allowing you to easily share important documents with approved external suppliers and vendors, empowering quick collaboration and verification of data between each party. Save in time and resources by using ENSUR DMS (Document Management Software) to manage all the following documents with your suppliers:
- RFIs and RFPs
- NDAs
- Contracts
- Drawings and Schematics
- Work Orders / Shop Travelers
- Instructions and Procedures
- Packaging Specifications
- Formula Cards
- Product Specifications
- Material and Finished Goods Certifications
- Artwork
ENSUR enables organizations with multiple business units and locations to control content from across the globe or down the hallway. You will no longer need to rely on email, sneaker net or file shares to collaborate; ENSUR enables your company to create and distribute specifications in a centralized platform where spec data is controlled, and standards are enforced. Automated emails will notify stakeholders when a spec reaches each stage of its lifecycle, including when specs and related documents become effective. As a result, you will have a traceable supply chain and your specification lifecycles will flow more efficiently.
ENSUR mends the breach between ERP/MRP and PLM systems by integrating the measured resources of these systems with quality control policy and product process documentation. ENSUR interfaces with your ERP/MRP and PLM systems, creating the bridge that enables you to eliminate redundant data entry, implement proactive quality control measures, and automate the flow of data within the supply chain and throughout the lifecycle of your products.
An overarching goal of your quality team is to embed quality practices throughout the supply chain. This can be difficult to accomplish with employees in multiple locations across the globe and a changing list of suppliers and contract manufacturers. ENSUR can seamlessly weave your quality program into every aspect of SCM.
ENSUR enables you to link other data in other systems to a quality specification, material certification, drawing, or image to reference quality incidents. This linking will tie together the cause and effect of every internal or supplier related quality incident. The type of quality processes that can be linked to specifications in ENSUR include but are not limited to:
- Incidents/Complaints
- Non-conformances
- CAPAs
- COAs
- SCARs
ENSUR’s Quality Management features guarantee your processes adhere to regulatory standards (ISO 9000:9001, 21 CFR Part 820, 10 CFR Part 21, OSHA Safety Regulations, etc.). With all your manufacturing documents centralized and managed in one system, preparing for audits is much less time consuming and stressful.
ENSUR makes it easier to collaborate detailed plans, communicate vital documentation, and relay customer feedback. With quick access to managed information and swift collaboration, you can easily adjust your supply chain processes, and your return is increased customer satisfaction and improved profitability.
Key Features to Look for in a Manufacturing Document Management System
- Integration with existing manufacturing software and systems: You’ll want to look for a DMS system that integrates with your other software so you don’t have to add another software onto your tech stack that requires duplicating work. The system should streamline data across your existing tools.
- Advanced search and retrieval capabilities: Make sure your document storage solution of choice enables you to search for documents and specifications by multiple types of metadata, including title, effective date, when it was created, and more.
- Workflow automation and approval processes: The right document control system should automate approval processes so you don’t wait around for files to be manually transferred among the right parties. Manufacturing document management will automatically send documents to the appropriate people for approval, ensuring quality workflows
- Document tracking and audit trail: Document management delivers the ability to see who did what and when to every file so the audit trail is clear. You’ll never lose track of a document — even ones that have not been touched in some time — so you’re easily prepared when it’s time for an audit.
Manufacturing Case Studies
ENSUR Helps Pharma Contract Manufacturer Work Smarter and Build Their Business
How DocXellent Provides Manufacturing Document Management System Best Practices
DocXellent’s manufacturing document management system, ENSUR, helps manufacturing companies increase efficiency, minimize human error, and improve production processes. But before manufacturers can take advantage of these benefits, DocXellent conducts a thorough implementation process involving these steps.
Conducting a Thorough Assessment of Document Management Needs
We evaluate your business and determine where document management technology will best serve your production needs and deliver the greatest efficient processes.
Engaging Key Stakeholders and Obtaining Buy-In
We work with your team to ensure all leaders and stakeholders understand the value and ROI they’ll see from using the ENSUR document management system.
Planning and Executing a Phased Implementation Approach
Our document control implementation experts use a time-tested step-by-step approach to integrating document management into your business and processes. We complete the implementation with minimal disruption to your operations.
Providing Training and Support to Users
We train your teams so they know how to get the most out of ENSUR, and we provide ongoing document management support.
Request a Demo of ENSUR
Manufacturers can improve every aspect of production and operation with automation from a document management solution. From ensuring regulatory compliance to improving productivity to mitigating risk, manufacturing document management supports your entire business. Request a demo of ENSUR to see for yourself how it’s elevating manufacturing operations today.
