Document Management : Create, Collaborate, Manage, and Communicate Knowledge
Whether it’s a Lifesciences, Manufacturing, Automotive, or Food and Beverage, – every industry relies on control documents to ensure standardize, repeatable processes are being used to consistently produce high quality products or services. Many organizations still struggle to efficiently manage such critical information/documents. Outdated or manual document management processes restrict them from accessing the right information at the right time, placing them at risk of losing their competitive advantage. It requires an integrated document management approach that connects all quality processes that manages critical information and promotes best practices for a consistent product or process experience.
Qualityze Document Management enables you to create, collaborate, revise, approve, and train employees on business-critical documents to meet industry and regulatory requirements. You can cost-effectively manage and share critical controlled documents like “SOP’s, Work Instructions & Forms” and industry best practices across your organization.
With Qualityze Document Management, you can enable industry standard processes to:
- Create and Collaborate Critical Documents
- Efficiently Review and Approve Documents
- Associate Reference Documents
- Setup Training Requirements
- Obsolete and Archive expired Critical Documents
Document Management Overview
The Organization knows that a manual and paper-based system to manage quality documents is inefficient, costly, and unsustainable. Qualityze leverages the latest cloud technology to offer the best in class Document Change Management Software Solution (QDMS). QDMS is robust, an easy-to-implement and complements your established document management process to:
- Digital Signature
- Audit Trail
- Notification & Alerts
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 & 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. Our solution instantly sends alerts and notifications through email regarding the review and approval activities aligned for them.
Qualityze accelerates the document review and approval process, reducing the overall document cycle time.
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.
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 enables you to:
- Have better document control
- Maintain security and safety of the documents
- Eliminate errors and have better retention
- Improve decision-making process with complete insights
How does Qualityze Document Management Help You?
Taking control of your document management processes will promote a consistent, repeatable approach to all critical business functions required to develop, manufacture and delivery your product or service. With Qualityze Document Management you can:
- Manage Critical Documents from a Centralized Platform
- Enable Revision and Version Control
- Ensure Timely Reviews and Approvals for Improved Productivity
- Integrate Document with Training Processes
- Integrate with Existing Business Systems
- Improve Regulatory Compliance
- Control Document Records and Data
Manage Critical Documents from a Centralized Platform
Qualityze Document Management utilizes user-friendly and pre-defined document templates. It enables you to create detail control documents with the required information like Document Title, Description, Owner, Effective Date, Expiration Date, Site, Department, Product, Process, Supplier, Security information, and much more. These standardized forms and configurable workflows allow you to consistently and efficiently capture your critical product and process details.
With Qualityze, you can access, modify, control, and share documents with your teams globally while staying 21 CFR Part 11 compliant. It further streamlines the communication among your quality teams regarding different aspects of controlled documents.
Enable Revision and Version Control
Manage any number of document revisions. It assigns a unique reference number to every document that ensures your quality teams refer to the latest version of control documents. It further provides a consistent product and process quality. The audit trail and E-Signature authorization help you keep track of all the changes done in a document with a date and process owner’s name.
Qualityze Document Management is a scalable, secure, and reliable solution. It comes with role-based security controls, password authentication, and audit trail capabilities to ensure safer access to your business credentials and other critical information.
Keeping a control of all the document versions help you become audit ready. Qualityze minimizes the hassles and improves productivity.
Ensure Timely Reviews and Approvals for Improved Productivity
Qualityze Document Management accelerates your document review and approval timelines with capabilities like Email Approvals, Alerts and Notifications, Task Scheduler, and real-time collaboration.
You can communicate with the document owners in real-time regarding critical changes, reducing the review cycles and quickly address deviations and nonconformances.
Integrate Document with Training Processes
Are you sure the documents you have shared with your teams are read and understood by every team member? Document-based training will track and document your team’s performance and understanding. Electronic signature capability can be evoked to track your employees and managers signoffs, helping you to monitor their training progress for maintaining compliance and quality standards.
Qualityze Document Management is seamlessly integrated with Change Management and Training Management to transform document, change, and training management processes into an amazing experience for the user. Effective document management is crucial to a quality organization, ensuring regulatory compliance, and meeting business requirements.
Integrate with Existing Business Systems
Qualityze Document Management seamlessly integrates with all the existing business systems and third-party applications such as CRM, ERP, MRP, LIMS, MES, and PLM, that your teams are already using in quality management workflows. The ability to collect data from different sources and applications reduces the operational oversights and ensures safer data exchange between systems.
Integrating Document Management with existing systems gives you better control of documents produced and shared across the organization. It, further, reduces the chances of errors by keeping all the information systems connected unlike traditional document management systems.
Improve Regulatory Compliance
Qualityze Document Management provides a centralized repository and pre-defined standard templates to manage your critical documents in a compliance-ready format. Whether you want to create and manage the SOPs, Work Instructions, SLAs, or any technical documentation, our solution makes it simplified and efficient.
The repository of digital documents generated by Qualityze can be directly submitted to the right regulatory body online. It allows organizations to go paperless and demonstrate their commitment to a better environment, complying to the EHS standards.
Keep your critical documents instantly accessible with Qualityze!
Control Document Records and Data
Qualityze Document Management enables you to establish a standardized document lifecycle, keeping all your quality data and records securely stored on a centralized cloud platform. For added security, you can put role-based security controls, password authentication, or track the audit trail to trace every activity performed on quality data. Additionally, you can maintain compliance with regulatory standards, including but not limited to FDA 21 CFR Part 11 and EU Annex 11(e.g., digital records and electronic signatures).
Qualityze Document Management – Manage & Enforce Best Practices Across your Business
Qualityze Document Management works for every industry, including – Manufacturing, Lifesciences, Pharmaceuticals, Medical Devices, Cannabis/Hemp/CBD, Nutraceuticals, Biologics/Biotech, Food and Beverages, Automotive, Aerospace, Defense and Logistics, to accelerate document lifecycle, improve visibility, and maintain compliance with applicable regulatory standards.
Qualityze Document Management Solution comes with:
- Centralized Document Database
- Audit Trail
- Configurable Workflow and Fields
- Automated Email Approval
- E-Signature Validation
- Seamless Integration
- Chatter, and more.
Qualityze EQMS – The Enterprise Quality & Compliance Management Platform to Manage, Control, and Track Critical Documents
Document management is more than managing controlled documents for efficient and smooth quality management processes. It is about centralization of quality information processed in the organization. With an effective document management system, it becomes easy to manage documents and its revisions while ensuring that every change is authorized and recorded on a centralized platform. It helps meet compliance and regulatory requirements
while streamlining the document lifecycle to improve organizational productivity. The visibility and traceability of document records also increases. Furthermore, you can use the Watermark functionality to demonstrate the credibility of the documents produced for a limited time.
Qualityze EQMS Suite helps enterprises align their quality processes with their business objectives while mitigating operational challenges. Built on the most powerful and secure cloud platform, Salesforce.com, Qualityze provides unparalleled benefits to manage the controlled documents. We empower you to optimize your quality processes by giving you control and confidence in managing business critical information, allowing you to focus on business growth opportunities.
Qualityze prepares you to succeed with a next-generation approach to create, manage, and share controlled documents across the organization.