It can result in significant problems if there is no clear person in charge of tidying blueprint files. Our drawing management software can significantly increase the accuracy as well as the efficiency of your blueprint file organization system.
What are the common issues associated with having no one in charge of your blueprint files?
It can be difficult to quickly find any piece of information in a large number of files if there is no designated person to tidy up blueprint files.
Problems Go Undetected
It’s hard enough to keep engineering drawings organized. Moreover, adding an internal process to keep these drawings up-to-date with the changes can feel daunting. Having a designated person in charge of tidying up your blueprint files regularly can go a long way toward catching and fixing small issues right away.
Disorganization Increases Over Time
Not tidying up your blueprint files regularly can lead to more significant disorganization over time. Large numbers of employees that use your files may have different ideas of what “organized” means. In addition, a filing system that gets messier over time and not cleaned up can result in losing information. Or not being able to find important information when you need it.
Issues Can Still Arise if Someone is in Charge
Having a dedicated person in charge of maintaining your blueprint files can minimize many of the most serious issues that can occur if no one is keeping track of them. However, human error and workplace inconsistencies mean that problems can still occur.
Overload of Files
Depending on the size of your company, you may have too many blueprint files for one employee to manage efficiently. Large or excessive files may not fit properly on the program that you want to use. And they may be too much for one person to keep organized. This is especially true if you have more files than you need. In addition, many businesses only need about 30 percent of the files they have.
Employee Turnover
Passing every detail of your file management system from employee to employee can be challenging if your company experiences frequent employee turnover. Particularly in the blueprint file manager position. Important information can be misplaced, passwords can be forgotten, and new employees may adopt slightly different organizational systems over time.
Unclear Processes
A company with a large number of blueprint files may require multiple complex processes to effectively manage them. A person may not have a thorough understanding of every step of maintaining your organization. After all, how in the world are you supposed to know how to catch up on years of no drawing management? You didn’t get a degree in “Drawing Management” and neither did anyone on your staff.
Misalignment Across Departments
Large companies that are comprised of several departments may experience challenges surrounding communication and organization across departments. A blueprint file organizational structure or goal that works well for one area may not be thoroughly implemented in other areas.
Automate Your System to Prevent Problems
Having someone in charge of tidying up your blueprint files is certainly better than having no one in charge. It’s a helpful approach to create a relatively automated system to manage file organization. This method automatically keeps your blueprint files organized. It also ensures that the various departments within your company are adhering to the same procedures and eliminates human error to minimize any issues that may come from employee turnover, lack of clarity of processes, or other inconsistencies. Our custom drawing management software was designed with the unique needs of your company in mind. It also offers a variety of highly-customizable options for automating your blueprint file organization.
The Drawing Specialists are here to help you find modern solutions for keeping your blueprint files organized. Contact our Drawing Specialists today to get your customized strategy for efficiently managing your blueprint files!