Addressing Compliance Challenges with Web Document Management Software
Marci L. Crane
February 28, 2009
Compliance, in our world today, effectively refers to standardization plus transparency. Standardization refers to processes that are predictable and transparency refers to the means of easily tracking said processes. Both standardization and transparency require technology enablers: standardization requires enablers because rote processes cannot be maintained without technological means (unless unfailing resources exist) and transparency requires enablers because high-level accountability is literally impossible to achieve without it---unless of course, everyone were 100% honest.
Compliance Starts with Web Document Management
Regardless of your industry (i.e., financial, medical, research, etc.), high stakes services simply come wrapped in the cost of compliance (i.e., standardization plus transparency). It is important to understand that the core of both standardization and transparency exists within the control and management of documentation. That is why web document management software becomes such a necessary enabler in almost any high-stakes industry and why document management software vendors are creating every type of solution from open-source online solutions to high-level pharmaceutical web document management software or document management software for the legal industry. In all this hustle and bustle you might wonder where your company fits and--perhaps more importantly--where it doesn't.
Take a Look at Your Business Processes
To understand and effectively streamline your business processes is more important that compliance itself. Complying with "generic" rules and regulations never made anyone happy. Know what you want. Figure out how to get it and then fit your ideas and processes within the realms of rules and regulations.
Take a Look at the Regulations
Before deciding the web document management software that does or does not work for your company, the first people you should talk with are those that really understand the regulations that rule your industry's roost. That may be a quality team, regulatory personnel or management. IT personnel may also have vast regulatory knowledge. Really understanding the regulations will help you decide which software is the software for you. If you have to adhere to Part 11 e-signature requirements for example then obviously an obliging web document management solution should be purchased, but only after first analyzing your company's own business processes.
Finding the Right Software Vendor: The Basics
Once business process and compliance issues have been addressed it's time to find the right software vendor. There are a few steps that should be considered regardless of the industry you represent:
Conclusion
Overall, it's important to remember that compliance--if your business processes are solid--is simply a matter of finding the right technology enablers and achieving both standardization and transparency.
Marci Crane is a marketing communication specialist for MasterControl in Salt Lake City, Utah. For more information in regard to web document management software for regulated companies, please feel free to contact a MasterControl representative.
Compliance Starts with Web Document Management
Regardless of your industry (i.e., financial, medical, research, etc.), high stakes services simply come wrapped in the cost of compliance (i.e., standardization plus transparency). It is important to understand that the core of both standardization and transparency exists within the control and management of documentation. That is why web document management software becomes such a necessary enabler in almost any high-stakes industry and why document management software vendors are creating every type of solution from open-source online solutions to high-level pharmaceutical web document management software or document management software for the legal industry. In all this hustle and bustle you might wonder where your company fits and--perhaps more importantly--where it doesn't.
Take a Look at Your Business Processes
To understand and effectively streamline your business processes is more important that compliance itself. Complying with "generic" rules and regulations never made anyone happy. Know what you want. Figure out how to get it and then fit your ideas and processes within the realms of rules and regulations.
Take a Look at the Regulations
Before deciding the web document management software that does or does not work for your company, the first people you should talk with are those that really understand the regulations that rule your industry's roost. That may be a quality team, regulatory personnel or management. IT personnel may also have vast regulatory knowledge. Really understanding the regulations will help you decide which software is the software for you. If you have to adhere to Part 11 e-signature requirements for example then obviously an obliging web document management solution should be purchased, but only after first analyzing your company's own business processes.
Finding the Right Software Vendor: The Basics
Once business process and compliance issues have been addressed it's time to find the right software vendor. There are a few steps that should be considered regardless of the industry you represent:
- Expertise - If you sell real estate is there a software vendor that has expertise in real estate? For example, does the software vendor employ at least one professional product management representative who has worked in the real estate, legal, medical or research industries? Do they really know exactly what your industry would need when searching for a web document management solution?
- Customization - It the software vendor has a solid document management solution that works for your industry but needs a few specific tweaks to fit the needs of your company can they provide that customization service?
- Service Record - Have you talked with the software vendors' current customers? What is their service record? Make sure to find at least one customer that was NOT satisfied with the vendor's services. Find out why they were disappointed. This will help you to prepare more effectively for implementation or to forego the vendor's services all together.
Conclusion
Overall, it's important to remember that compliance--if your business processes are solid--is simply a matter of finding the right technology enablers and achieving both standardization and transparency.
Marci Crane is a marketing communication specialist for MasterControl in Salt Lake City, Utah. For more information in regard to web document management software for regulated companies, please feel free to contact a MasterControl representative.
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