It’s Time to Get Rid of That Paper-Based Quality System. Here’s Why

Cordage Team
Mar 11, 2020

For numerous years, businesses have been utilizing a paper-based quality management system, and it has worked very well. However, with the rapidly changing business world that we live in today, top quality is of utmost priority. Manufacturers and businesses continuously suffer from quality issues owing to outdated processes and systems.

When using paper, the efficiency and visibility of key processes take a severe hit. Manual systems, such as paperwork, are highly prone to errors and damage. However important it is to shift to a digital quality system, it is not very easy. The migration takes time and effort, and can also cause loss of data in the process.

Document security

Climate damage

A lot is at stake when you continue to maintain data on a paper-based quality management system. The paper is highly at risk of being destroyed by natural disasters such as floods or earthquakes. Fire and rain can cause the paper to get damaged in under seconds. Mold and damp storage areas can also cause the paper to wilt.

Paper decay

Damp and improper storage areas can also cause the ink on the paper to decay. The ink either changes color and becomes dull, faded, and illegible, or it can even spread, causing the data to get destroyed.

Information theft

The highest risk to a paper-based quality management system is always its ease of being accessed by unauthorized personnel- they can either be your own employees who are not cleared for access or people who could steal the data and sell it to a third party. Paper can be easily sneaked out of the office, duplicated, and put at risk.

A cloud-based digital quality management system allows only authorized personnel with the correct username and password to access the data. The data cannot be sneaked out of the office or duplicated. The distribution list of the people who accessed the file can be easily monitored, thus providing you easy visibility over the records. If your device is stolen, the system cannot be logged into, and you can just use another authorized device to access the information since it is maintained on multiple storage units.

Cost reduction

When you shift your data to a digital quality management system, you no longer have to invest in paper resources and ink. There is no need to have large printers that need to be used every day. Smaller printers can be bought, which will reduce your operational costs. You will also have no need to have dedicated storage spaces. You can use the area for other productive work or shift to a smaller office space to reduce costs of rent.

Ecology

Paper in terms of natural resources is both costly and not eco-friendly. The CO2 emissions from transportation to the disposal of wasted paper puts a high toll on the environment, thus increasing your carbon footprint. Digital quality management systems use electricity to run as well; however, the resulting carbon footprint is much smaller than the one you get when maintaining an extensive paper-based quality management system.

Conclusion

Even though paper-based quality management systems are a good start for a business, as you grow, you need to switch to a much sustainable and practical alternative. The disruption of digital transformation is here, and businesses need to think forward. Setting bold goals will allow you to not just produce high-quality products and services but also allow you to take your business to new heights.

Incorrect retrieval of data results in wastage of time and effort, and inaccurate documentation on paper is a huge financial risk. When a digital quality management system is used, retrieving information through all channels becomes easy and smooth. There is minimal to no scope of error, thus allowing employees to bring top quality to the work that is being done.