We are currently living in an increasingly paperless world. Our day-to-day electronic activities, from financial transactions to text messaging and email, have all but eliminated the need for paper records and as a result our culture is quickly becoming a fully digital one. Even in this paperless world, there are still those who continue to use outdated paper-based systems for validation processes. Sadly, these holdouts are unnecessarily creating various pain points for such ventures, which cost their parent organizations an unbelievable amount of wasted time and money.
Validation technology (especially Cloud-based solutions) can now provide paperless options that fully eliminate the many problems and time-killers that haunt those who still use paper. In fact, there are now more reasons than ever to adopt a paperless validation solution. In this blog, we will discuss the ten most beneficial reasons for adopting and implementing a paperless validation solution.
1. Less Storage Space Required
Every square foot a facility must dedicate to the storage of paper records is one less that can be dedicated to actual validation activities. Not to mention that, even after validation is finished, records must continue to be stored in case of future audits. This overwhelming need for storage can lead to delays in testing and validation that ultimately cost both time and money.
2. Reduced Costs
Paper, like any other consumable resource, is not free. It must be purchased. For life science companies, these costs can add up very quickly. In addition to the cost of purchasing paper itself, there are also costs related to shipping via authorized couriers (FedEx, etc.). Finally, a secure vault must be maintained for security of storage, adding yet another costly measure. For those who adopt a paperless validation solution, the costs of paper are greatly reduced.
3. Better Change Control & Document Tracking
In paper-based systems, access to records is handicapped by the fact that the number of people who can simultaneously access one file is restricted to the number of physical copies of that file that are available. Records must be signed out/in with some form of a logbook, which must itself be managed by someone. Paperless validation eliminates these problems.
4. Improved Collaboration/Communication
In any validation environment, you will find various staff members with different areas of expertise working collaboratively. As a result, communication and easy collaboration tools are essential to streamlining validation processes. With a paper-based system, collaboration often means various versions and revisions changing hands between team members. Adopting a paperless validation solution can eliminate the usual headaches that come with collaboration
5. Improved Task/Team Management
With a paperless/electronic solution, team members and tasks can be easily managed and tracked because everyone is assigned and perform their assigned tasks on the same centralized platform. As a result, team leaders can assign, view, and update tasks all from the same dashboard.
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6. Recyclable/Reusable Content
Reuse of content can be a great timesaver. In a paper-based system, reusability of content is often restricted to the use of templates and standard forms. Paperless validation commonly offer tools that provide users the ability to access, reuse/recycle, and manipulate preexisting documents in order to create new or edited content.
7. Streamlined Review/Approval Process
For paper-based validation systems, review and approval processes require physically tracked transfers of revised documentation. An electronic/paperless validation solution, by contrast, offers organizations a multitude of useful tools that easily and conveniently eliminate the paper-based pain points discussed above.
8. Faster Search & Retrieval
Unless you know exactly which document you need (and, in some cases, its exact title), the search and retrieval process is rather difficult in a paper-based validation system. The electronic validation solutions of today are often browser-based (as well as Could-based), which means document searching can be done with simple keywords.
9. Pain Free Audits
With a paperless/electronic solution, users are readily equipped with fully automated, system generated audit trails. The presence of these automatically created and tracked audit trails allow any organization to consistently maintain and fulfill the requirements of both EU and US Good Manufacturing Practice (GMP), including EU Annex 11 and 21 CFR Part 11. When audits occur, data is already organized, stored, and available.
10. Flexible Scalability
An electronic/paperless validation solution offers a level of scalability that simply does not exist in a paper-based system. Adding a new facility to an electronic validation system should be as easy as having the Admin set up a new site on the application.
Since 2005, the ValGenesis team has been leading the way in developing and improving our electronic, paperless validation solutions for life science organizations. Our Validation Lifecycle Management System (VLMS) was the first 100% electronic enterprise software solution capable of managing the corporate validation process. The ValGenesis VLMS offers our clients a system of records and standards for all types of validation processes, and it is already being used by several well-known and globally regulated life science companies.
To learn more about how the ValGenesis VLMS can make your life science organization fully paperless, contact our team at: firstname.lastname@example.org