Enterprise Document Management, Part II: Production Documents & Labels

Document and Label Mismanagement Give Rise to Production Roadblocks for Manufacturers

This article, the second in a series, is designed to provide you with an overview of the issues and costs associated with enterprise document management. Part one is available for your review. 

Manufacturers today are pressured from all sides—customer demand necessitates decreased production times, financial requirements are geared towards “lean” manufacturing and greater operational efficiencies, and changing regulations and industry standards challenge manufacturers to keep processes and information on their products compliant. 

Each component works in tandem, so when demand fluctuates or material shortages occur, accurate information must be readily available and a streamlined approach to production document and label management in place. 

Both labels and documents are fundamental components of manufacturing requirements planning and are essential parts of the manufacturing process.  Each is as critical to the finished product as a single bolt, hinge or power cable.

Labels may include product and brand identification, a wide range of end-user safety warning and instructions, and agency designations.  Owner manuals, installation sheets, diagrams and warranty cards are a few examples of “in-the-box” production documents that ship with the product for the end user. 

Typically procured from external print providers and produced in large quantities to minimize the cost per piece, as models change, products are upgraded, and as regulations and standards evolve, production labels and documents become inaccurate and out of date, resulting in costly waste and inventory obsolescence.

Reduce Costs, Improve Efficiency
Document and label mismanagement and proliferation give rise to increased expense and decreased ability to leverage current investments in technology and services.  Often, manufacturers print ad hoc slip-sheets or addendums at the copy shop or closest copier to ensure the most accurate, current versions of technical literature are in use and to avoid production downtime. 

Frequently low quality, these supplements come at a high cost.  They promote overspending and project a poor quality image that undermines the brand.  According to industry analyst InfoTrends, document production and processing absorb a large and growing portion of corporate resources, staff time and budget. In fact, search technology provider Dataware Technologies estimates that 12 to 15 percent of a typical corporation’s revenues is spent on various publishing activities.

However, a growing number of manufacturing organizations have recognized that quality, in-the-box literature and production labels portray a level of excellence for their products and services.  As such, the ability to more effectively manage the revision process, shorten the production cycle and elevate the quality of production documentation is strategically important for those seeking every competitive advantage. 

For those products and components exposed to extreme or unusual environmental conditions, such as temperature, moisture and chemicals, purchasing the cheapest labels can prove to be false economy.  So often used to satisfy safety and agency requirements, these labels must demonstrate necessary performance characteristics.  Branding considerations also should be part of the cost/performance evaluation.

Regulatory and Standards Compliance
Production documents and labels also must meet a host of regulatory requirements and standards set by agencies such as the American National Standards Institute (ANSI), National Electrical Manufacturers Association (NEMA), Underwriter’s Laboratories and others.  ANSI, for example, stipulates the content, color, graphics and placement of all warning labels.

Products produced or shipped outside the U.S. may have to comply with additional requirements, such as the International Organization for Standardization (ISO), Canadian Standards Association (CSA), the European Union and country-specific regulations.  As a result, the process of coordinating required labeling, instruction manuals and installation guides has become an increasingly important function, one that potentially can put a manufacturer at risk of a lawsuit or regulatory action.

Delivery When You Need It
For major manufacturers with multiple product lines and plants across the country and around the world, production documents and labels proliferate.  Without centralized catalogs or common processes, individual plants often develop new designs, duplicating efforts and documents which add to direct and indirect costs.  Moreover, if obsolete inventory or engineering drawings are not purged from the system, the opportunity exists for outdated labels and documents to be created and used.  Manufacturers can achieve significant savings by standardizing labels, documents and related processes among their multiple locations. 

Holistic View of Document Processes
Opportunities for improving document and label management processes abound, and given the strategic impact these documents and labels have on production, they merit attention.  By taking advantage of on-demand digital printing, inventory management and e-procurement technology and other process enhancements, manufacturing organizations are finding they can reduce obsolescence and waste, increase productivity, mitigate legal and regulatory risks with more accurate documents and produce quality documents and labels, consistent with their branding standards. 

Next Insights: Desktop Printing
The next issue of Insights will give you a closer look at desktop printing—costs, trends and best practices for reducing expenses in this environment.  However, if you want immediate information about gaining a comprehensive view of your enterprise, contact us now.