Technical drawings are the lifeblood of manufacturing and material handling operations. Yet many companies continue using outdated drawing management approaches that create hidden costs and risks.
At EDC, we’ve helped numerous organizations modernize their technical documentation processes. Here are the warning signs we consistently see that indicate your drawing management system needs urgent attention:
1. Multiple Versions Floating Around
When we visit client sites, we often hear phrases like “Let me check if this is the latest version” or “I think this might be outdated.” If your team regularly works from different drawing versions, you’re at high risk for costly implementation errors.
The Real Cost: When fabrication or installation proceeds based on outdated drawings, the rework can cost tens of thousands of Rands. We’ve seen cases where entire sections of conveyor systems needed to be rebuilt due to dimensional errors from outdated drawings, with costs exceeding R100,000.
2. Paper-Based Systems
While physical drawings have their place, relying primarily on paper creates significant productivity drags. Paper drawings can’t be:
- Searched quickly
- Shared instantly with contractors or remote team members
- Modified without creating a completely new document
- Protected from damage, deterioration, or loss
The Real Cost: Time wasted searching for correct drawings typically adds up to 15-30 minutes per instance. For a maintenance team needing to access drawings several times daily, this can represent over 250 hours of wasted time annually.
3. Incompatible File Formats
Many South African industrial operations still store critical drawings in obsolete file formats from software versions that are no longer supported. When your drawings can’t be opened by modern software, modifications become expensive and time-consuming.
The Real Cost: Converting old drawing formats can cost R500-2,000 per drawing when outsourced, or consume valuable internal engineering time. For companies with hundreds of legacy drawings, this becomes a significant expense.
4. No Revision Control System
Without clear tracking of changes, accountability disappears and mistakes multiply. A robust revision control system should:
- Track who made changes and when
- Require approval workflows before implementation
- Store revision history for audit purposes
- Automatically notify stakeholders of updates
The Real Cost: Without revision control, approximately 5-15% of project budgets end up allocated to rework due to miscommunication or the use of incorrect information.
5. Tribal Knowledge Dependence
Perhaps the most dangerous scenario we encounter is when only one or two people know where everything is or how systems work. This creates extreme vulnerability:
- What happens when these people are on leave?
- What if they leave the company?
- How efficiently can new team members get up to speed?
The Real Cost: When key knowledge holders depart, companies often spend 3-6 months recreating institutional knowledge, with productivity losses that can exceed R200,000 for critical systems.
Take the First Step
If you recognized any of these warning signs in your organization, the hidden costs are likely accumulating daily.
EDC specializes in helping material handling operations modernize their engineering documentation systems without breaking the bank. Our approach focuses on practical solutions that deliver immediate ROI rather than overpriced enterprise implementations.
EDC provides specialized material handling engineering solutions at a fraction of the cost of maintaining in-house departments. Email admin@edcc.co.za to learn how we can help you!.