INTRODUCTION OF A DOCUMENT MANAGEMENT SYSTEM (DMS)

The project

This project is about the introduction of a document management system (DMS). QFINITY assumes the combined role of project manager and validation manager.

With the support of QFINITY, a system selection was carried out that ensured the requirements of all areas (company-wide) as well as inclusion in the selection process (user acceptance). The basis was a previously created, company-wide specification sheet. A clearly evaluated selection system was used to decide on a service provider (Oct. 2023) and the project was set up for a phased implementation. The aim was to reduce approval times, set up a collaboration platform with centralized access to all documents in the company, including validation, use of electronic signatures, full-text search, workflow support and the possibility of setting up 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, in which the old DMS, which primarily mapped SOPs and their reading comprehension, is being replaced. Template management and special topics relating to reading comprehension can now also be mapped.

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

The goal

The aim of the project to introduce a new document management system (DMS) is to completely replace and modernize all paper-based and simple electronically managed documents. This includes the migration of documents from the existing intranet, an outdated SOP management system and the previous system for reading comprehension. As part of the project, a central and modern DMS will be introduced, which will significantly improve the management, traceability and updating of documents.

The aim is to provide a standardized and user-friendly platform that facilitates access to documents, automates processes and ensures compliance with regulatory requirements. This new system should also ensure that documents are stored in an audit-proof manner and that work processes are made more efficient by reducing paper-based workflows and optimizing electronic document processes. The introduction of the DMS will ensure improved transparency, consistency and availability of documents, leading to increased productivity and greater adherence to compliance requirements.

Any questions about introducing a document management system?

What challenges can arise when introducing a document management system?

• Onboarding process
• Integration of employees without a PC workstation
• Connection of subsidiaries and the field service
• Requirements of the works council

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