Paper to Digital Quality Management. Here’s What You Need to Know

Cordage Team
Mar 9, 2020

What is quality management?

A system that documents processes and procedures to help coordinate and direct the activities in a business to fulfill every step needed for quality management, customer satisfaction, and compliance is referred to as a quality management system.

Why does quality management matter?

Changing the business operations and needs of the customers has propelled the incorporation of digital quality management in numerous businesses. Paper can no longer handle the abundant amount of information today’s businesses deal with. The maintenance of paperwork is cumbersome, prone to errors and risks, and put too much at risk.

Why digitizing your quality management is important?

The customer’s way of interacting with a business has changed as well. They need quick updates directly on their accounts and wish to get in touch with the customer support team in under minutes. A business can no longer afford the delays and errors associated with catering to a customer owing to faulty paperwork.

Going digital helps businesses lower their response time to business activities, reduce wastage of natural resources like paper, lower costs, and engage the workplace to work in a fun and optimized environment.

The benefits of going paperless

Economic benefits

Digital quality management systems can be logged into on company-authorized devices such as laptops and desktops. This way, you reduce the number of numerous office supplies that were previously used in maintaining an entirely paper-based system. You purchase fewer paper supplies, you use less electricity required for printing, and you also purchase fewer shipments of ink.

When the data becomes digital, you also eliminate the need for space and storage of paperwork. You no longer require dedicated space such as storage rooms and file rooms to store the paper-based data. The office space can be used productively for other purposes or shift to a smaller office space altogether.

Security and control

Managing piles of paperwork for effective quality management is tough. Controlling the data in this form becomes extremely cumbersome and confusing. On a digital platform, you gain increased control over it. Retrieving files and storing them away in an organized fashion becomes extremely easy.

Previously, the data was prone to the risk of being stolen, destroyed by natural disasters, or accessed by unauthorized employees. However, since a digital quality management system is secured with a password, which you need to enter every time you log into the system, only authorized personnel can access the data.

Ecology

When you reduce the purchase of ink and paper, you also reduce the need to dispose of it to the minimum. Several businesses do not follow eco-friendly ways of disposing of used paper. The ones that do still use a large amount of paper, which is not friendly to the environment and the ecosystem.

Shifting to a digital system allows you to do your bit in saving the deteriorating environment and save the trees.

Challenges

The shift from a paper-based system to a digital quality management system is not a one-step process. A lot needs to go underway before it can be wholly incorporated.

Digital quality management is a digital transformation process

According to a report by the Boston Consulting Group, digital quality management brings changes in not just technological areas but also in the culture, operations, organization, ecology, and more. All processes, channels, and protocols will change and will need to integrate well with the digital quality management system. If there was a certain way data was delivered to the required employees and customers, you will no longer follow that way.

Transitioning your team from paper to digital requires communication and engagement

The employees need to undergo training to make sure they can handle every functionality of the system. You cannot choose something too technical, or your employees will have a hard time figuring it out. The entire routine of employees will change, and they will need to incorporate the system well into their work. The switch is a culture change, and only with communication and engagement can you get the desired outcome.

Conclusion

The initial switch will require you to invest in the process. All data from paper will need to be copied manually into the system. You will also have to make sure to run a manual quality check and make sure all data entered is accurate. Clearly, digital quality management is the digitization of a predefined QMS.

Digital QMS will also match your current implementation. You need not worry about starting everything from scratch. Once you are at the point where you are a quality-driven company, you can work efficiently towards the cause of digitizing your Quality Management with Document Control and CAPA Management software.

A digital quality management system and its implementation is not a silver bullet. If your company’s mission aligns with the theme of top quality management, the implementation of it will flow easily.