Document Retention Guide for Manufacturing & Engineering

Document Retention Guide for Manufacturing & Engineering

Document Retention Guide for Manufacturing & Engineering

📁 Document Retention Guide for Manufacturing & Engineering

with Data Solutions Group

Effective document retention for manufacturing and engineering sectors. Proper retention policies not only ensure regulatory compliance but also streamline workflows, reduce storage costs, and protect sensitive information. Furthermore, combining these policies with professional document scanning services from Data Solutions Group transforms your paper records into secure, searchable digital assets.

This guide provides recommended retention periods for key manufacturing and engineering documents, alongside practical advice for scanning and digital management.

🏭 1. Quality & Compliance Documents

Maintaining quality and compliance records is essential for operational excellence. With Data Solutions Group, you can digitise these records confidently and make them instantly retrievable.

Document Type Recommended Retention Notes / Digital Management
ISO/Quality Management Records Minimum 10 years Data Solutions Group performs high-resolution scanning and quality checks; originals retained until verification is complete
Certificates of Conformity 10 years Indexed by product or batch number for easy retrieval
Inspection & Test Reports 7–10 years Digitise and store securely; OCR-enabled for searchability
Regulatory Compliance Files (e.g., H&S, environmental) 6–10 years Scanned securely for audits and regulatory reviews

Consequently, your business can respond quickly to audits while freeing physical storage space. Moreover, Data Solutions Group ensures all scanned files meet strict confidentiality and compliance standards.

🏗 2. Engineering & Technical Documentation

Engineering documents support production, maintenance, and R&D. Data Solutions Group helps organisations preserve these critical records digitally, improving access across teams.

Document Type Recommended Retention Notes / Digital Management
Technical Drawings / Blueprints Minimum 15 years or life of asset Wide-format scanning and structured indexing by project or machine
CAD / 3D Models Life of product Digitally backed up with version control and secure storage
Maintenance & Service Logs 7–10 years Scanned daily logs linked to equipment IDs for traceability
Bill of Materials (BOMs) Life of product Digital files organised by product ID and project

In addition, scanned engineering documents allow remote collaboration and preserve original files from physical wear.

⚙ 3. Production & Manufacturing Records

Production records are critical for traceability and operational efficiency. Data Solutions Group enables digitisation that ensures records are searchable and securely archived.

Document Type Recommended Retention Notes / Digital Management
Production Schedules 3–5 years Scanned and indexed by department or project
Batch/Process Records 7–10 years Linked digitally to batch number for easy audits
Supplier & Material Certificates 10 years Scanned and associated with BOMs and production records
Equipment Calibration Records 7–10 years Securely stored, accessible for compliance checks

Furthermore, digitising production documents reduces retrieval time and supports regulatory compliance efficiently.

📊 4. Health, Safety & Environmental Documentation

Manufacturing and engineering workplaces generate numerous safety-related records. By partnering with Data Solutions Group, you can ensure these documents are secure, digital, and easily retrievable.

Document Type Recommended Retention Notes / Digital Management
Risk Assessments 5–10 years Scanned and indexed; access restricted to authorised staff
Incident Reports 7 years Digital storage for trend analysis and insurance purposes
Safety Data Sheets (SDS) 10 years from last use Scanned and linked to relevant chemicals or products
Training Records 5–7 years Digitised personnel training files integrated with HR systems

Consequently, digital retention of these files improves accessibility and safeguards sensitive employee and safety information.

💾 5. Financial & Procurement Records

Financial and procurement documentation supports audit readiness and operational transparency. Data Solutions Group ensures scanned financial documents are secure, searchable, and compliant.

Document Type Recommended Retention Notes / Digital Management
Purchase Orders 6–7 years Digitised and indexed by supplier/project
Invoices & Receipts 6 years (UK statutory) OCR-enabled for fast search; stored securely
Contracts / Supplier Agreements Life of contract + 6 years Scanned with version control and secure storage
Inventory & Stock Records 5–7 years Digitised and linked to ERP or production system

In addition, digitisation reduces physical storage needs and ensures quick retrieval for audits or operational decisions.

🔑 Key Considerations for Scanning & Document Management

Data Solutions Group recommends the following best practices:

  1. Quality Control (QC) – 100% QC checks during scanning to ensure clarity and accuracy.

  2. OCR & Indexing – Enable fast, full-text searches.

  3. Version Control – Maintain digital versions and log scan dates.

  4. Security & Access – Restrict sensitive engineering, financial, and HR documents to authorised personnel.

  5. Retention Monitoring – Schedule automatic reviews or deletion alerts in line with retention policies.

  6. Compliance Standards – Ensure digital storage meets ISO 9001, BS 10008, GDPR, and sector-specific regulations.

Moreover, integrating scanned records with ERP, DMS, or HR systems improves workflow, reduces manual handling, and increases accountability.

✅ Summary

Implementing a document retention strategy for manufacturing and engineering ensures:

  • Compliance with industry regulations

  • Reduced physical storage costs

  • Faster access to critical documents

  • Improved operational efficiency

  • Strong audit readiness

Ultimately, partnering with Data Solutions Group for scanning and digital document management transforms paper records into secure, searchable, and actionable digital assets.

📞 Get Started with Data Solutions Group

If you want to improve efficiency, reduce paper, and take control of your manufacturing and engineering records, Data Solutions Group can help. Moreover, requesting a consultation or quote is simple and fast — just contact us today.

👉 Let our team guide you toward a secure, paper-light future with professional scanning and document management.

📞 Call 01625 400250 or complete our online enquiry form HERE

Data Solutions Group – Secure, Affordable & Compliant Document Scanning