INTRODUCTION OF A DOCUMENT MANAGEMENT SYSTEM (DMS)

Dokumentenmanagementsystem DMS Validierung - QFINITY

A company replaced its paper-based and outdated document processes with a central document management system. QFINITY took on both project and validation lead – from requirements-based system selection through a validated prototype to the phased replacement of the legacy system.

The project

This project centers on introducing a document management system (DMS). QFINITY takes on the combined role of project manager and validation manager.

With QFINITY’s support, the company ran a system selection that covered the requirements of all areas (company-wide) and included them in the selection process (user acceptance). The basis was a company-wide specification sheet created beforehand. A clearly structured evaluation scheme led to the decision for a service provider (Oct. 2023), and the project was set up for a phased implementation. The aim was to reduce approval times and set up a collaboration platform with centralized access to all documents in the company – including validation, electronic signatures, full-text search, workflow support, and the option of adding further solutions in the long term.

In phase 1, a prototype for a specific set of documents (development documentation) was introduced and went live in August 2024.

The project is currently in phase 2, replacing the old DMS, which primarily covered SOPs and their read-and-understood confirmations. The new system now also handles template management and special topics around read-and-understood confirmations.

After the planned go-live in 2025, further document types will be introduced step by step.

A DMS shortens approval times only when selection and rollout bring users along from the start.

The goal

The project to introduce a new document management system (DMS) aims to completely replace and modernize all paper-based and simple electronically managed documents. This includes migrating documents from the existing intranet, an outdated SOP management system, and the previous read-and-understood system. The project will introduce a central, modern DMS that significantly improves how documents are managed, traced, and updated.

The goal is a standardized, user-friendly platform that simplifies access to documents, automates processes, and ensures compliance with regulatory requirements. The new system will also store documents in an audit-proof manner and make work more efficient by reducing paper-based workflows and optimizing electronic document processes. Introducing the DMS will improve the transparency, consistency, and availability of documents, leading to higher productivity and better adherence to compliance requirements.

Any questions about introducing a document management system?

What challenges can arise when introducing a document management system?

  • Onboarding process
  • Integrating employees without a PC workstation
  • Connecting subsidiaries and field staff
  • Requirements of the works council

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