The effective management of quality documents such as SOPs, change controls, quality records, work instructions, is crucial to any organization. Most of the organizations have realised that a manual and paper-based system is inefficient, costly, and unsustainable for maintaining and managing the quality documents.
Considering this, Qualityze leveraged the latest cloud technology to offer the best-in-class Document Management Software Solution (QDMS). QDMS is a robust and easy-to-implement solution that complements your existing document management process to:
- Create and Collaborate Critical Documents
- Review and Approve Critical Documents
- Release Critical Documents
- Obsolete and Archive Critical Documents
With the functionalities like email approval, collaboration tools, electronic signature, revision control, etc. QDMS accelerates review and approval cycles of a document. Our solution comes with a profile-based access controls that allows authorized people to access the critical documents.
In addition to advanced functionalities, audit trail functionality of our document management software records all document accesses and every change made to records, documents, or data fields to improve overall regulatory compliance.
QDMS seamlessly integrates with the modules of Qualityze to build a closed loop system. Document changes can be initiated as a result of CAPA, audit findings, customer complaints. Additionally, document revisions (e.g. policy changes, work instruction changes), in turn, can trigger training requests for the impacted employees.
Qualityze’s document management software comes with powerful analytics and reporting features, and graphical dashboards that help to track each document from origin to obsolescence, giving managers complete insights of the system.
Create and Collaborate
The document creation process involves utilizing standard templates to keep the process consistent and efficient. Additionally, different people are necessary to collaborate during the document creation process. Qualityze Document Management system makes this process easy for you. A standard template can be used to generate a document. In the Initiation step, you can capture the details like:
- Effective Date
- Expiration Date
- Security information and others
You can also use a ‘check-in’ functionality to store a completed document. Collaboration step is an optional step in which a document owner can invite several people to participate in the creation process of the document.
Review and Approve
According to the regulatory standards, once a document is drafted, a designated individual(s) should review it for the adequacy of the information and approval prior issuing the same.
With Qualityze, you can use the collaboration step to perform the review process. Alternately, approval process can also be used for a review process even though it is an optional step in the system.
Once the document has been through the initiation, collaboration, review and approval process, it is time to release the document for the end user.
Qualityze has made the release process simplified. While setting up the document profile, you can also define the grace period that will control the release process. A document can be released as soon as the approval process is complete. If the effective date is in the future, the document will not be released. Additionally, a built-in review process can be scheduled to check the validity of the document on regular intervals. As a part of the effectiveness review, you have the option to keep the document active or revise or expire.
Obsolete and Archive
As a part of the document lifecycle process, documents are constantly assessed for the validity of the content. When a document is revised, a new revision is created. In this case, the old revision is made obsolete to remove it from the circulation. Even though the old revision is withdrawn from the circulation, it needs to be archived based on the company’s record retention policy.
Qualityze DMS has made the process of document obsoleting and keeping it archived quite simple. As a part of the document profile, you can pre-define the number of days after which the status of the document changes to ‘Obsolete’.
Industries Qualityze Offers Document Management System Implementation for.
Qualityze Document Management System works for different industries with the same effectiveness and efficiency. From General Manufacturing to Life Sciences, Pharmaceuticals to Healthcare, Biotech to Metal Manufacturing, Heavy Machinery to Food and Dairy, Automotive to Aviation or Aerospace, Defence to Medical devices, Logistics to Nutraceuticals, our solution makes it easy for you to maintain topmost quality standards with
Configurable Cloud-Based Platform
The Document Management system from Qualityze is featured on a cloud-based, configurable platform to offer organizations with a personalized solution that can manage and maintain their business-critical documents in a safe and secure cloud environment.
Adherence to Compliance Standards
Qualityze document management software is designed keeping the relevant standards requirements in consideration such as Food and Drug Administration (FDA) – 21 CFR Part 820, International Organization for Standardization (ISO) – ISO 9001, ISO 13485, Pharmaceuticals and Medical Devices Agency (PMDA), Therapeutic Goods Administration (TGA), China Food and Drug Administration (CFDA), etc. to design user guides, manuals, and How-To tips precisely.
Qualityze document management module comes with an easy-to-comprehend interface that makes the user journey easy when it comes to operating the software. One needs not to be technical personnel to be well-versed with our document management system.
Why Document Management is Important?
Document management is yet another crucial function to keep quality management in place. It includes creation, storage, review, modification, and much more processes to handle business-critical documents in a streamlined manner. It encourages any organization to:
- Have better document control
- Maintain security and safety of the documents
- Eliminate errors and have better retention
- Enhance their results with complete insights
Let Your Organization’s Document Management Process Be A Winning Process
Qualityze offers a robust, reliable, and secure document management software solution to give the organization a better control over their documents, eliminating all the hassles of the traditional system including storage space. Our solution is cloud-based. Hence, you can upgrade your storage space as and when required without any maintenance or upgrade costs.
With our best-in-class document management system, you can streamline all your process from creation to approval, archival to deletion in a requisite order. Our solution helps you create a centralized repository of the important documents that can be accessed and assessed only by the specific people you have given rights to. Being an admin, you can set the approval date, publishing date, deletion, archival, and even follow-ups well-in-advance.
Don’t you want your documents to be reserved in a safe and secure place? Get Qualityze Document Management system. It will serve as a safe vault for your documents that only people with granted rights can access, modify, or delete. The in-built scheduler makes it easy for you to manage the document related tasks even when you are not physically present in the organization by sending reminders on the specified date and to the specified person. This eventually ensures timely information delivery to the end-users.