How do I document my machine shop’s programs and setup sheets for a buyer?

Start with the parts that earn most of the income. For each, gather the program, the setup sheet with workholding and tool offsets, the tool list, and the inspection steps. Add photos of the setup, since a good picture saves a page of text.

Control the versions. Programs get edited at the machine, and the file on the server is often not the one that last ran. Choose one master copy, record who changed what and when, and remove stray files. A buyer who finds three versions of a program will ask which one is right.

Then test it. Pick a job and have a machinist who did not write the sheet set it up from the paper. Whatever they ask is what is missing. Do this for a few parts and fix the gaps. Think about ownership and customers. Some customers supply drawings, models or programs, and these may carry conditions. Ask your lawyer which files can be passed to a buyer. Also make sure backups exist and that you know who holds the passwords. Date everything you finish, so the buyer can see which sheets are current and which are still being written.

Key takeaways

• Build one folder per part with the program, setup sheet, tooling and inspection notes.
• Keep one master version and record who changed it and when.
• Test the folders by asking another machinist to set up a job from paper alone.