We have all had that moment when trying to finish a lengthy task and finding that something is missing—a signed document, an image, a file. Maybe a file was deleted, or someone forgot to sign an important document. Perhaps an image was never shared. These are just a few examples of what can go wrong when there is no way to reliably track the changes made to a project.
For example, let us say that you are working in a lab, and you need to make some changes to what type of chemicals we are using and how we are using them. The principal investigator for the lab will fill out a form requesting approvals for the changes that need to be made. The first through fourth stages have been approved, but the final approver was either never notified or has forgotten to submit the approval paperwork. Now, with the deadline quickly approaching, the paperwork needs to be found, and the approver needs to be notified. They must now quickly read and review the form before the deadline so the project can progress. Without a centralized location that is easy for all parties to access, all these things must be gathered together and submitted. A digital system can help with all of the issues.
With a digital system in place, a proper and quickly followed workflow can be established that will allow the first responsible parties, such as the first approver and reviewers, to be notified as soon as the principal investigator has submitted the form. The system can keep track of what stage of the workflow you are in and which personnel have submitted their approval. It will also notify approvers once they are needed. The digital system can also be used to track and keep a clean record of all comments and amendments that have been added to the form.
Having a digital permit system in place will allow all of the data from the form to be housed in one area. It will allow for a record of all changes, comments, and approvals to be seen by the responsible parties. Any items that need to be addressed or have been addressed by the principal investigator will be in this central digital form. This centralized information allows quick and easy changes to be made, resulting in an expedient, reliable, and smooth workflow.
We have all been in situations where human error has caused our projects to either be delayed or come to a halt completely. A digital system can help reduce the strain of maintaining the workflow and, as a result, help reduce human error. To keep track of the process, maintain who is responsible for the current section, and to notify the next responsible party when it is their time. When the time comes for your next project, a digital system could provide you with a way to centralize your data and make it easier for the appropriate parties to access it.
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.
