Navigating the Road to Paperless Manufacturing

Many manufacturers today know the benefits of going digital, but haven’t yet taken the steps to make it happen. Understandably so, as it can feel intimidating to know where to start. 

But, instead of transforming your processes all at once, consider beginning your journey by providing a bridge from analog paper printed drawings to model-based and digital. This gradual approach will make for a smoother, more manageable transition—a win-win for everyone involved.

Is Paperless Manufacturing Really Possible?

The good news is that paperless manufacturing has been steadily gaining traction across the manufacturing industry. 62% of manufacturers are still paper-based—but that means almost half have already undergone a digital transformation. 

In recent years, technological advancements have further eased the path to paperless. New digital tools make managing production workflows, monitoring equipment, and optimizing supply chains much more efficient and effective. Cloud-based platforms allow manufacturers to access data from any location, fostering collaboration among teams across different facilities. Manufacturers are also integrating automation, AI, and machine learning into their production processes, which enhances productivity and enables predictive maintenance. 

All that to say, paperless manufacturing really is possible, and going digital has never been easier.

First Steps Towards Paperless Manufacturing

So, how do you make it happen? Let’s map out how to move from ideation to implementation.

Step 1: Assess Your Current Processes 

First, identify all of your paper-based processes in production, inventory management, quality control, maintenance, and administration. Highlight inefficiencies, bottlenecks, and compliance risks and name which processes would benefit from going digital. 

Step 2: Choose the Right Digital Tools

Thoroughly research all options on the market to find the right platform to invest in. It’s worth noting that many manufacturers turn to tools like Manufacturing Execution Systems (MES), Enterprise Resource Planning (ERP) Systems, Document Management Software, and Industrial IoT (IIoT) Devices. These tools digitize engineering data and manufacturing process plans but do not fully close the gap between digital systems and the work done on the production floor. This results in teams accessing work orders from and logging progress in a digital system while still relying on paper prints and 2D drawings at their stations. Thankfully, there is a solution that fully bridges the gap between data management systems and the people on the production floor. 

Step 3: Map Out the Transition

Develop a phased approach to gradually shift from paper-based processes to digital ones. Start with a pilot program in one department to test your digital tools. Encourage employees to provide input during the pilot to ensure that the solutions are practical and user-friendly.

Step 4: Digitize Data and Documents 

This is when you start to get into the nitty-gritty. Scan and digitize all critical documents, such as work instructions, quality records, and compliance reports. Then, upload them into your chosen document management system to store, organize, and retrieve these documents easily. Use mobile devices, tablets, or IIoT sensors with automated digital inputs to replace paper-based checklists, forms, and logs. You can even implement digital signatures to authenticate and approve documents, eliminating the need for paper copies. 

Step 5: Train Your Employees

Ensure all employees understand the new digital systems, how to use them, and how they improve their workflows. Foster a culture of continuous improvement where employees feel comfortable using digital tools and give them ample time to fully make the transition.

Step 6: Integrate Your Systems

This is a key step that requires careful planning. Consider using external IT specialists to set up your systems correctly. Integrate all systems so data flows seamlessly across departments, reducing redundancy and manual data entry. Then, use workflow automation to manage quality checks, production scheduling, and inventory control.

Step 7: Monitor and Optimize

Monitor key performance indicators (KPIs) like production efficiency, downtime, and quality metrics to measure the impact of going paperless. Regularly review and refine digital processes to further optimize operations and ensure that the paperless system meets your evolving business needs. 

Step 8: Ensure Compliance and Security

Implement cybersecurity protocols to protect sensitive manufacturing data from breaches or loss. Ensure digital records comply with industry regulations and maintain secure audit trails.

Step 9: Leverage Analytics and Insights

Use analytics and machine learning tools to optimize processes, predict equipment failures, and enhance quality control. With more accurate, real-time data, decisions can be based on insights rather than assumptions, improving efficiency and output.

Step 10: Scale Across the Organization

Once the pilot is successful, scale the paperless transition across other departments, lines, and plants. Work with suppliers, distributors, and other partners to integrate paperless processes across the supply chain for a full digital transformation.

Benefits of Paperless Manufacturing

We’ve written extensively about the benefits of digital tools in manufacturing, but it’s worth noting again. Adopting a paperless manufacturing approach allows you to:

• Improve efficiency by minimizing manual data entry, speeding up production processes, and reducing human errors.
• Enhance traceability with real-time visibility into production, helping with compliance and quality control.
• Save significant costs related to paper, printing, storage, and administrative tasks.
• Increase your sustainability and reduce your environmental footprint by cutting down paper usage and waste.

Risks and Challenges in Going Paperless

While the benefits of going paperless outweigh the cons, there are a couple of challenges to be aware of.

• Resistance to Change: This is a big one in the manufacturing world. How often have you heard, "Just give me the 2D print"? Or, "That’s neat, but I'm going to print these out and bring them to my station because that's how I've always done it"? It’s a common response, especially from those who have worked in the industry for decades.

Solution: The key is to grant ample space for the transition to take time. Allow employees to continue printing while also providing superior visual model-based work instructions. In time, they’ll see just how valuable the digital systems are.

• System Integration Challenges: Integrating new digital tools with existing systems and machines is complex. Incompatible software, legacy equipment, or a lack of standardized processes can cause disruptions in operations or inconsistency across your data. 

Solution: Choose digital solutions compatible with your existing infrastructure and have a proven track record of seamless integration.

Conclusion

Shifting to paperless systems significantly helps manufacturers stay competitive, agile, and sustainable. In today’s marketplace, evaluating your current processes and identifying areas for digital transformation will increase efficiency, enhance data accuracy, and ensure better compliance. 

Anark partners with you to provide tailored solutions and step-by-step guidance as you transition to paperless manufacturing. Request a demo today to see how we can best serve you.