Managing Documents For Engineering Firms

Engineering firms use a lot of paper at every step they have documents explaining what they have created and how it has been created

. These documents are very important they need to be saved carefully so that the same product is made every time with the same level of accuracy. Products made by engineers need to be made very accurately and the technical specifications need to be the accurate with every product that is made. Documents must be stored safely and digitally storing them is the most viable option.

Typically when a consumer or another engineering firm buys the product an instruction or user manual is given. This book or document usually contains technical information related to the product. Typically a manual is an operational manual explaining different areas of the equipment.

While designing products; manufacturing companies draw their product physically on paper, replicating this kind of a design on the computer takes time. During the initial stage of the design companies make these diagrams on paper which should be scanned and saved on a computer, as and when necessary they can make changes and still have the original design.

Digitally storing documents now can be done easily through document management systems. Trade user manuals are usually more descriptive in nature, each area of the product is explained in detail. An exploded image of the parts of the product is usually specified, each of these parts have a name and number. While making the product the company gives a part name and number to each part, these need to be named in such a way that each spare part can be found easily.

Maintenance manuals are provided to the firms that provide after sales service. This manual is kept within the organisation and the service firms and not provided to the customer. The manual usually contains a list of spare parts and where it could be sourced from. This list must be shared only within the organisations; these parts belong to the organisation or manufacturing industry. Using a document management system the document can be stored safely and select individuals can be given access to view these files.

Manuals have a section dedicated to safety measures, these are set of norms that individuals must follow while using the product. Also, the company that services the product has a manual which explains how to fix the problem without harming a persons life. These documents need to be stored carefully and given access to for service technicians. Some manufacturing products that are used are at times they are static sensitive or they need to meet some technical specifications. These areas need to be defined and followed at all time, so that the production process can be streamlined, the end product will remain the same after multiple times of production. Managing documents is a must, they need to be stored safely so that both the manufacturing company and end user can read them and store them safely. Storing files digitally is the best option.

Certain products need to be assembled before it is used by the end user, the manual must explain each area, having a digital document helps so that each area can be found easily. An exploded parts list can be used by the end user to assemble the product as well. The instructions must clear and in detail.

Document management systems can help managing documents for engineering firms. Securely saving these files are a must, digitization services can help in scanning hand-drawn documents to digital formats. Secure and safe document collaboration is key to a document management system.

by: Rodney Wincaster

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