4 Reasons Manufacturing Companies Need Document Management Software Today

In today’s competitive manufacturing landscape, efficiency and compliance are paramount. Implementing a robust document management system (DMS) can significantly enhance these critical areas. Here are four compelling reasons why manufacturing companies should invest in DMS.

1. ISO Compliance: A Robust Document Control System

Document control is a key part of any Quality Management System (QMS), and therefore, a requirement of ISO 9001:2015. For manufacturing companies, achieving and maintaining ISO compliance is non-negotiable. A document management system helps streamline the process, ensuring accurate documentation and readiness for audits.

How DMS Supports ISO Compliance:

• Standard Operating Procedures (SOPs): Stores all Standard Operating Procedures (SOPs), policies, and quality documents in a secure, centralized repository.
• Policies & Work Instructions: Tracks version histories to ensure only the latest approved documents are available.
• CAPA Procedures: Streamline Corrective and Preventive Action processes with automated workflows and centralized documentation.
• Non-Conformance Reports: Facilitates quick retrieval of documentation during audits, saving time and reducing errors.
• Forms & Templates: Digitize and automate the handling of various forms, reducing manual data entry and errors.

By centralizing and organizing your quality management documents, a DMS like Docsvault ensures you meet ISO standards effortlessly. Built-in features like version history, change control notes, and annotations provide complete traceability and ensure only the latest and approved versions are accessible.

2. Streamline Workflows: Improve Approval Processes

Managing workflows manually can lead to bottlenecks, missed deadlines, and inefficiencies. Document management software automates workflows to enhance productivity and reduce delays. Docsvault’s workflow management capabilities automate the routing and approval process, significantly reducing review cycles.

Benefits of Workflow Automation in DMS:

• Automated Routing: Define and enforce clear approval paths for documents, ensuring they are reviewed and approved by the right people at the right time.
• Overdue Task Alerts: Receive automatic notifications for overdue tasks, preventing delays and ensuring timely completion.
• Workflow Dependencies: Trigger subsequent workflows automatically upon completion of previous ones, streamlining complex processes.

For manufacturing firms, streamlining approval processes means faster decision-making, improved collaboration, and greater operational efficiency.

3. Accelerate Quality Processes with Digital Signatures

Approvals and authorizations in manufacturing workflows, such as signing off on SOPs or quality reports, can be time-consuming. Integrated digital signature functionality in DMS tools simplifies and accelerates these processes.

Why Digital Signatures Matter:

• Supervisors can electronically authorize documents, reducing delays caused by physical sign-offs.
• Tracks proof of authorization for compliance audits and quality assurance.
• Signature Requests allow for quick collaboration with external clients or business associates.

With integrated Digital Signature capabilities with workflow approval, the system can capture proof of authorizations and completion of the quality processes.

Signature Requests is a web-based electronic signature solution that allows organizations to easily collect signatures from customers or other business associates. It cuts down delays and improves user experience.

4. Enhance Document Control and Security

With sensitive manufacturing data at stake, robust document control and security are vital. A document management system ensures that critical information is protected while remaining accessible to authorized personnel.

Key Features for Document Control:

• Role-based access controls to restrict access to sensitive documents.
• Audit trails to track who accessed or modified files and when.
• Alerts and notifications to keep teams updated on document changes.

A secure DMS not only reduces the risk of data breaches but also ensures compliance with industry standards.

• Document Capture and Store: Docsvault provides a centralized repository for capturing and organizing all various document types, including product specifications, drawings, emails, and quality control records.
• Automate Document Digitization and Data Extraction: By leveraging automated data extraction and intelligent indexing, our solution enables the seamless digitization of paper records, including bills of materials, purchase orders, and invoices. This streamlines operations and significantly boosts productivity.
• Document Control: Docsvault tools such as Version Control, Security, Audit Trail, and Alerts & Reminders avoid conflicts, and data loss and control the quality.
• Integration with third-party software: Docsvault’s seamless integration with 3rd party applications using REST-based APIs allows a smooth data flow, ensuring speedier task completion.
• Anywhere Anytime Access: Docsvault’s Remote Access offers great flexibility to the users when collaborating on projects with team members who are on the go or located remotely.
• Secured Document Collaboration with Clients: Improve the client experience with secure file sharing using Docsvault’s Public Share and Document Request links. Share files effortlessly while maintaining data confidentiality.

Transform Your Manufacturing Operations

In the manufacturing world, efficiency and compliance are paramount. Self-hosted document management software like Docsvault helps companies achieve ISO compliance, streamline workflows, and enhance collaboration, ensuring they stay competitive in the global market.