Should e‑Logbook Software Work Offline? Yes, Here's Why.

In previous posts, I've outlined the benefits of using electronic logbook software (also called e-logbook software) to document equipment-related activities such as cleaning, calibration maintenance, usage, and repairs. In this post, I'd like to walk you through the advantages of being able to record logbook entries while working offline on your mobile devices.

With everything stored in the cloud and network connectivity being ubiquitous, you might wonder if offline functionality is really necessary. The answer is YES, and here's why.

Unreliable or Non-Existent Wi-Fi Connectivity

Working in areas with limited or no Wi-Fi access is fairly common in life sciences manufacturing companies and research facilities. This could be due to infrastructure challenges with legacy buildings, interference from machinery and equipment, or security concerns (i.e., to keep sensitive data, including proprietary research and development information, confidential). Whatever the reason, not being able to connect (or stay connected) to the internet can seriously impact your productivity.

Manual or paper-based logbook recording is already tedious and time-consuming. Sporadic or restricted Wi-Fi can easily add hours to the process, disrupting workflow and increasing the likelihood of missed or inaccurate log entries and rework. It’s frustrating and inconvenient.

Mobile applications that function offline rely on locally stored data, enabling you to access content and perform specific tasks regardless of internet connectivity. The ability to maintain a consistent workflow with uninterrupted access to essential features allows you to stay productive even when disconnected from the network. A bonus: Increased productivity can improve your mindset, resulting in better job performance and satisfaction.

Contemporaneous Data Collection and Recording

"Contemporaneous" is one of the original five ALCOA principles for data integrity introduced by the FDA in the 1990s. The stipulation for “contemporaneously recorded” data dictates that information should be documented and stored at the time it is created. This helps to minimize the risk of information loss or distortion and to ensure accurate and reliable documentation for critical events. Jotting down details on paper or sticky notes and then transferring them to a controlled manufacturing logbook violates this principle.

When you have to delay logging tasks until you regain internet access or reach a computer, it creates a gap between when the data was collected and when it was recorded. This lapse can result in overlooked details, hurried work, or untracked data, all of which pose a significant threat to compliance.

Offline mode functionality facilitates data capture in real time, helping you avoid these issues and prevent potential FDA citations for paper logbook-related violations.

Simplifies Log Entry Capture

Mobile devices like tablet computers make it easier to take advantage of web-based logbook management applications like ValGenesis e-Logbook, which allows you to scan barcodes and QR codes on the manufacturing floor. You can track, approve, and maintain any type of GMP log across any device, improving data integrity, efficiency, and inspection and audit readiness. Your data is accessible from anywhere, at any time.

The ability to execute on tablets makes objective evidence gathering easier. Additionally, you can eliminate cleanroom contamination concerns with an easily sanitized tablet device. Tablets are ideal tools for GMP environments.

Designed with Offline Mode in Mind

Moving from traditional paper logbooks to electronic logbooks is a step in the right direction. However, choosing e-logbook software that doesn't support offline execution means missing out on valuable functionality and a seamless user experience. ValGenesis e-Logbook offers a complete logbook management solution, setting a benchmark in the market.

Features available in offline mode include:

  • QR-code and barcode-supported automated data entry
  • Screenshot or photo capture into the log form
  • Digital signatures, timestamps, and traceable audit trails
  • Automated calculations
  • Log form version controls

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ValGenesis Mobile App task list screen. Click the download icon to download the task.

How Does the ValGenesis Offline-Ready Mobile App Work?

To use the app in offline mode, download the log form to your mobile device. Once downloaded, you can access the form and start capturing your values. The form captures the entry date and time, user name, and objective evidence (file, photo, video, or screenshot).

Once back online, the system will automatically upload all the values and objective evidence you collected during offline execution to the server. Then, you can route the form for verification and approval. It's that easy!

To experience firsthand how our offline-ready mobile application seamlessly manages GMP logs, contact us for a personalized demonstration.

The opinions, information and conclusions contained within this blog should not be construed as conclusive fact, ValGenesis offering advice, nor as an indication of future results.