Keeping Compliance Up with QMS Software
Thursday, January 2, 2014
Posted by: Declan Peltier
There’s a seemingly endless checklist when it comes to
running a business. Even still, if you are running a business within a
highly-regulated industry, that checklist seems to double. It’s not easy to
keep up with that checklist manually either. It takes an incredible amount of
time and energy to manage all of the compliance standards required.
Also, to err is human: it’s likely that, if you assess all
aspects of compliance procedures yourself, there will (sooner or later) be
errors. Luckily, we live in the age of technology, and there’s ways to automate
the many processes that in turn increases efficiency, reduces errors, and
relieves the muscle tension in your shoulders. This is done through Quality Management Software (QMS).
Step number one is ridding yourself of as much paper as possible, which is
possible through QMS’s Document Control. QMS automates document control
procedures so that approval/denial processes are streamlined. Through Document
Control, all the documents are put into a cloud repository that can be accessed
from anywhere. Especially useful during an audit or an inspection.
It’s too easy to lose and too hard to find papers for it to
be an efficient way to keep up with compliance standards. Also, using document
control ensures that anybody looking at document is seeing the most up-to-date
version since all the data is stored and changed in the cloud.
QMS is essential for businesses within the FDA-regulated or ISO-certified industries
where change control software systems are expected. Change control will help
make sure that any changes to a product or a system are introduced in a
controlled, coordinated, and well-thought-out way to prevent any errors or
QMS can also automate task assignments and create a
centralized cloud system that allows authorized users to change control
processes, anytime or anywhere. Change control also prioritizes changes so that
high-level changes comply with regulatory procedures.
Training for new employees is as important as product and quality control. QMS
software can also help you maintain quality training programs. QMS ensures that
all employees are trained and trained in the same way, so there are no arguments
about how things are done. Every employee is trained in the same tasks and
procedures, no sections are missed, and you can have an electronic record of
every employee’s training.
You can even make sure that any online exams that an
employee takes are automatically graded and recorded, so there’s no waiting
period. In the document repository mentioned earlier, you can find all
documents related to training so that they can be pulled up and reviewed at any
Hopefully your business doesn’t get too many complaints, but even if
there’s just a few, it’s important to properly document, store, and handle them
for optimum compliance. QMS helps employees track complaints from the time that
they are filed till the time that they are resolved.
The customer complaint management system ensures that
quality standards are what they should be, because if anybody knows the quality
of the product, it’s the customer. Carefully reviewing customer complaints in
an organized format can help ensure that your quality procedures and processes
are effective and working as they should be.
Declan Peltier has been around the business block, so to speak. While spending
most of his career working in the field of quality management and document control
systems, Declan has focused his attention on writing and enjoys spreading his
knowledge in the IT industry as a writer for MasterControl.