We all know the importance of maintaining good records so that they can easily be found and distributed in the event we have to share them with a regulatory agency. However, keeping an accurate and complete paper trail can often be difficult, especially when dealing with multiple parties. Then, there is the added problem of compiling all of that information into a central place so that it can be shared easily, quickly, and comprehensively with a regulatory group. Fortunately, the answer to these issues can be solved with a digital system that will allow you to compile, maintain, and share data easily.
The first step in the process is compiling the data. For example, a Principal Investigator needs to apply for a new biosafety permit or make an amendment to an existing biosafety permit. With a digital system, these applications and amendments and the entire workflow of the reviewers and approvers can be easily tracked and grouped together in one easy-to-access database. As discussed in a previous article, a digital system allows for a smooth workflow that can easily be tracked to allow for quick and easy changes.
The second step is maintaining these records. As discussed in a previous article, relying on individual persons to keep a collective record of a workflow and any changes that are made can be problematic, leading to delays and lost records. A digital system allows for a department to have all of these records and data in a shared space, where a Principal Investigator, as well as reviewers and approvers, can view them. If this information needs to be shared, a centrally maintained digital space where any changes can be tracked allows for a secure way to access this information.
On that note, the final part of this process is sharing this information with said regulatory agency or group. A digital system allows this data to be automatically processed and stored in different ways. The first is a PDF report of the permit. This PDF can provide all of the necessary data as a summary of what a particular permit is, as well as a form version of the permit. This allows the regulatory group to review the workflow process and gives a complete record of any changes or amendments made. On a wider scope for a whole department, a digital system allows for this data to be shared in an Excel format. What this means is that the system will compile the number of permits, who those permits belong to, and what stage of activity those permits are in. This is all done automatically, so there is no need for a department head to have to go over existing data manually.
In conclusion, with a digital system in place, the ability to compile, maintain, and share data has never been easier. In this digital space, we are able to do all of these things efficiently and quickly so that the rest of the work progresses smoothly.
AUTHOR BIO:-
Stephen Alvarado began his career as a Technical Support Agent. He has worked in this field for five years before moving to Safety Stratus.
He served in this position for two years before transferring to a Role as a Product SME. Stephen brings an extensive knowledge pool from working in the tech industry. He is passionate about the development and progress of the Environmental, Health, and Safety field and looks to bring his hard work and focus to help guide that progress as a team.
