Paperless production: Document management
Document management: From a mountain of analog files to a digital workflow
Digitization is becoming increasingly important in companies, even if paper documentation still persists. German companies are well aware of the importance of digital technologies, according to 87% of respondents in a bitkom survey, but 76% believe that they are still lagging behind in the use and implementation of digital technologies
The benefits of replacing paper-based processes with digital solutions in manufacturing companies are enormous in terms of the number of documents alone – from parts lists to production instructions. An efficient document management system (DMS) helps to manage this flood of data and streamline processes.
For example, error-prone manual work steps such as printing, copying and distributing documents can be reduced. Instead of having to laboriously leaf through paper folders, automated, digital processes avoid errors and increase efficiency throughout production. With the help of modern MES systems such as SAP Digital Manufacturing and MES FLEX from FORCAM ENISCO, which can be integrated with ERP-level systems, the entire value chain can be optimized.
What is document management?
Document management describes the efficient and systematic recording, administration, storage, provision and archiving of documents – throughout the entire life cycle of the corresponding product or process. Nowadays, this usually involves digital document management, which includes the use of software solutions and digital archives.
Paperless production is the central goal of digital document management. It enables the transition from paper-based processes to digital workflows and thus forms the foundation for the smart factory.
An effective DMS generally includes the following processes and procedures:
1) Capture and creation
- Capture: documents from different sources (paper, emails, scans, etc.) are centralized and digitized to create a uniform database.
- Creation: New documents are created directly in the system using templates, workflows and versioning tools.
2) Administration and organization
- Indexing & metadata: Descriptive information (metadata) is assigned to documents to enable efficient searching and filtering.
- Filing & Structuring: Documents are filed in a logical folder structure that meets the needs of the company and ensures that they can be retrieved quickly.
- Versioning & history: Changes to documents are tracked and versions are archived so that previous versions can be accessed at any time.
3) Access and distribution
- Access control: access to documents is controlled based on user rights and permissions to ensure data security and confidentiality.
- Distribution & release: Documents can be distributed easily and securely to internal and external recipients, e.g. via download links or release portals.
- Workflows & processes: Automated workflows control the processing, approval and release of documents to ensure efficient processes.
4) Archiving and deletion
- Archiving: documents are archived in accordance with legal and internal retention periods to ensure compliance.
- Deletion: Obsolete or no longer required documents are deleted securely and in compliance with the law.
The advantages of structured document management
Increased efficiency and productivity
- Faster search & retrievability: documents can be retrieved quickly and easily thanks to central storage, metadata and search functions.
- Automated processes: Workflows automate recurring tasks and reduce manual effort, e.g. during approval or invoice verification.
- Improved collaboration: Simultaneous editing, versioning and comment functions facilitate collaboration on documents, even in teams.
Reduced costs
- Reduced paper consumption & storage costs: digitizing documents minimizes paper consumption and costs for storage and archiving.
- Less administrative work: Automated processes and optimized workflows reduce manual administrative work.
- Avoidance of errors & duplication of work: Central data storage and versioning minimize sources of error and avoid duplication of work.
Improved compliance & security
- Compliance with legal requirements: Archiving and deletion deadlines can be met automatically to ensure compliance.
- Control over sensitive data: Access control and authorizations protect sensitive data from unauthorized access.
- Traceability & audit compliance: Version history enables changes to be tracked and ensure audit compliance.
Increased customer satisfaction
- Faster response times: Quick document retrieval and optimized workflows enable faster response times to customer inquiries.
- Improved customer service: Fast access to all relevant information enables better and more efficient customer service.
The disadvantages of paper-based production
In many companies, manufacturing is still heavily paper-based. This leads to problems such as
- Lack of transparency: information is spread across different departments and locations, making it difficult to find relevant data.
- Susceptibility to errors: Manual processes and media disruptions increase the risk of errors, which can lead to production delays, quality problems and increased costs.
- Inefficiency: Time-consuming manual processes and searching for documents tie up resources that are not available for value-adding activities.
- Lack of flexibility: Changes in production orders or product configurations require time-consuming manual adjustments to paper documents.
- Unreliable data: Limited use as an objective information foundation for the Continuous Improvement Process (CIP).
Systematically organize the process of paperless production with digital document management
However, before the switch to paperless production can be completed, it is first necessary to evaluate which processes and workflows require or make sense to digitize in an inventory (as-is analysis).
1) Areas of application and purpose of paper documents
- Where exactly are paper documents used in your processes?
- What specific purpose do they serve in the respective places?
2) Relevant order information
- What information on the paper documents is essential for the execution of workflows?
- Is there redundant information that does not necessarily need to be recorded on paper?
3) Users of the paper documents
- Which employees and departments access the paper documents as part of their activities?
- In what form and at what time do they need access to the information?
4) Data provision
- Wer ist dafür verantwortlich, die relevanten Informationen auf den Papierdokumenten bereitzustellen?
- Gibt es einen definierten Prozess für die Informationsbeschaffung und -aufbereitung?
6) Documentation of the data
- How is the data recorded on the paper documents currently documented and archived?
- Do the existing processes comply with legal requirements and internal guidelines?
The answers to these questions are intended to help with the decision to implement a digital document management system (DMS) in order to enable the end-to-end digitization and automation of document-based processes in production more quickly. The aim is to replace paper documents with digital workflows, electronic signatures and mobile devices.
Advantages of paperless production
Real-time information
Employees have access to current production data, work instructions and other relevant documents at all times.
Flexibility
Production changes can be quickly and easily adapted digitally and communicated to everyone involved.
Improved quality
The reduction of errors through digital workflows and automated inspection processes leads to higher product quality.
Transparency and traceability
All process steps and changes are digitally documented, enabling seamless traceability.
Sustainability through resource reduction
Digital production processes can reduce the amount of paper used in production. In the future, many companies will be required to submit a sustainability report that explains, among other things, how they intend to reduce CO2 emissions.
SAP Digital Manufacturing and MES FLEX: synergies for paperless production
SAP Digital Manufacturing and the Manufacturing Execution System MES FLEX from FORCAM ENISCO offer companies powerful solutions for the implementation of paperless manufacturing.
SAP Digital Manufacturing offers a comprehensive platform for the digital transformation of production. It integrates data from various sources, enables the visualization of production processes and supports the optimization of processes.
MES FLEX controls and monitors production in real time and ensures the seamless flow of information between shop floor and top floor. It enables the digital recording of production data, the paperless control of workflows and the seamless traceability of all process steps.
The integration of SAP Digital Manufacturing or MES FLEX offers valuable benefits:
- Seamless data integration: data from both systems is seamlessly integrated and is available for analysis and decision-making processes.
- Real-time information: Production data is captured in real time and transferred to SAP Digital Manufacturing to ensure an up-to-date overview of production progress.
- Automated workflows: Manual processes are replaced by digital workflows that are integrated across both systems.
- Central document management: All relevant documents are managed centrally in SAP Digital Manufacturing and are available on the shop floor via MES FLEX.
Specific application examples:
- Digital work instructions: Paper-based work instructions are replaced by digital instructions that are made available on mobile devices.
- Electronic checklists: Quality inspections and other checks are carried out digitally using electronic checklists.
- Automated material provision: Material requirements are automatically transmitted to the warehouse and digitally documented.
- Seamless traceability: All production data, material movements and quality checks are recorded digitally and can be traced seamlessly.