5 Ways ERPs with Document Management Systems Improve Manufacturing

Although many manufacturers have gone “paperless” over the past decade, even those who have made the leap often struggle with adequate electronic document control and management.

This is where an Enterprise Resource Planning (ERP) system with built-in document control features can be invaluable in a manufacturing environment.

Here are five ways in which an ERP with electronic document management capabilities, like MIE Trak Pro, can help keep manufacturing businesses running smoothly and efficiently.

Better document security and traceability

Every business stores some degree of confidential data, whether trade secrets or employee information, such as social security numbers. Locking down sensitive electronic documents limits the chances that a data breach will occur that may damage a business’ reputation or bottom line. It also ensures that each document “touchpoint” is tracked, simplifying traceability of and accountability for changes in documents.

Automatic backups

Locally-stored electronic documents or paper documentation are both vulnerable to potential disasters, whether computer viruses, fires, floods, or simply a hard drive that breaks down in a way that renders the stored data unrecoverable. Electronic document management not only ensures that the latest versions of documents are what all authorized users are accessing but also simplifies recovery protocols in the event of an unprecedented disaster, whether caused by a cybersecurity breach or a natural disaster.

Enhanced collaboration

Electronic document control and management help teams work together, no matter where they might be in the world. This is accomplished in several ways. One is that it stores the most recent version of a document in a central place, such as a cloud-based or on-premise computer server, rather than locally on a user’s hard drive (or, worse, as an email attachment in someone’s inbox). Document management systems can also allow users to limit what information may be viewed in a document, to better control who can see potentially sensitive information. While the confidential information may be blocked, the other users can still view or edit other areas for which access has been granted.

Improved compliance with regulatory requirements

Implementing an ERP with document control and management features is especially important for manufacturers as the vast majority choose to certify under the ISO:9001 standards. The most recent ISO standards (2015) make it clear that, as part of their quality management system (QMS), manufacturers must ensure that any document a) “is available and suitable for use, where and when it is needed”; and b) ”is adequately protected (e.g. from loss of confidentiality, improper use, or loss of integrity.” Electronic document control greatly simplifies the process of adequate data and records management (including traceability), as it applies to the ISO manufacturing standards and quality systems.

Cost Reductions

Electronic document management systems create so many cost efficiencies that it is practically a topic unto itself. There are, of course, obvious areas of savings, such as those that are generated when fewer office supplies are required. From paper and ink to filing cabinets and staplers, all will be used less. Then there are the less-obvious ways in which costs can be reduced or eliminated. These include operating efficiencies that result from improvements in workflows, avoidance of fees and costs that can occur from non-compliance penalties or data breaches, and even the gains that can be realized when customer relationships improve due to smoother operations.

The sheer amount of paperwork—from sales orders and RFQs to QC and AP documents—that is generated by manufacturing companies is massive, and ensuring it is all consistently organized and stored using best practices can be a challenge. Implementing an ERP system with built-in document management features, like MIE Trak Pro, can help simplify and standardize operations company-wide, while simultaneously cutting company costs.