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Managing Quality and Compliance with EIM

By Graham Hurwood, EIM Sales Specialist

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Posted 01 Aug 2016

If you work in any industry that requires compliance with strict regulations and industry standards such as ISO then you probably already know that quality management and compliance without the right tools can be a nightmare.

The challenge for most companies is the wide variety of regulations and standards within each industry and ensuring that the steps required to comply are being followed by the business.

With the large amount of documentation organisations must produce to support and fulfil governance, risk and compliance requirements the problem is vast and growing every day.

This means that it is no longer practical or sustainable for staff to continue managing this information in the same way.

I’m sure we are all familiar with hearing people say “that’s the way we have always done it” and, whist that may be the case, it doesn’t mean that it’s the way you should continue to do things!

So with this article I wanted to look at a few of the subjects that cause frustration when trying to manage quality and compliance information. Then to examine what can be done through the implementation of EIM (Enterprise Information Management) to allow organisations the ability to manage this information easily.;

AUDIT MANAGEMENT

Most regulated organisations are very familiar with audits and how these impact the business both with time and effort to provide the information.

EIM can help streamline this process through an automatic audit trail and log of all document activities. Once you combine this with a fully indexed and searchable repository of all documents, policies, procedures, deviations and corrective actions the process of an audit is quicker and simpler.   

RISK MANAGEMENT

When documentation is stored and managed in network shares or filing cabinets, it can be difficult to assemble and maintain the many documents required for risk assessments.

EIM can help organise all documents in an effective way that allows transparency across the organisation. This means that the information required is accessible by the authorised staff to easily search and view the required risk assessment reports.

POLICY MANAGEMENT

Creating and managing policies and procedures such as Standard Operating Procedures (SOPs) or Corrective and Preventative Actions (CAPAs) is an important, yet time-consuming, process.

However, though the implementation of an EIM solution, authorised users can select a pre-configured template where much of the content is already pre-filled and, using automatic workflows, these documents can be routed to the relevant people for signoff.

INTEGRATION

Information can be spread across multiple systems within an organisation and this can create chaos for the users. For example: customer information is held in a CRM, suppliers are held in the accounts package, and product information is held in the ERP system.

A good EIM solution should enable you to integrate with these other business systems and bridge the content between the structured information (the customers from CRM) and the unstructured information (the documents). This enables the organisation to reference all of the information in one central location, and to eliminate information silos.

IN CONCLUSION

Of course, the points above are just some of the frustrations that a good EIM solution will help alleviate within the organisation. Many organisations have seen a dramatic bottom-line impact from the implementation of an EIM solution; not only for quality and compliance operations, but also other business functions such as HR and finance.

So, now you are hopefully thinking: 

“OK I see the point but what is the best EIM solution?”.

I believe the answer is M-Files.

M-Files makes it easy for businesses of all sizes to improve their quality management systems and meet certification requirements with document and process management capabilities in an easy and affordable way. 

M-Files gives you access to features such as: Integration, Document templates, Version history, Full audit log, Workflows, OCR, Reporting, Electronic signatures, Periodic tasks and much more. 

To find out more about how M-Files can improve and simplify your quality and compliance activities contact EBC Group on 0121 585 4400 or mfiles@ebcgroup.co.uk

Tags: Controlling Documentation, Information Management

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