Paperless system is an effort to reduce the time and expense associated with paper-based systems. Nowadays many organizations are looking to implement paperless technologies to manage documentation processes.
When you go forward with implementing an electronic system may feel like stepping into the dark unknown, but their experiences can illuminate your path to the same destination. Here are some best practices to help ensure a successful replacement from paper-based systems to the efficiency of a document management system.
1. Set the Goals for implementing a paperless system
When we implement a new document management, then this system requires changes in processes. When setting expectations for any type of roll out, envision what a smooth roll-out looks like and identify what factors are critical for success. There can be implementing electronic signatures as a top priority. So you have to identify how your current processes will change and build in time to evaluate your progress as you go.
2. Allow the staff to participate
As we know most people don’t like change. Mostly in that area where a lot of people have years of experience with established procedures. Going paperless can improve the efficiency but we have to see the potential . So there is one solution, you can allow the staff to participate in the process which will lead to a better understanding and ownership of the process and transition. Tell them the purpose behind the transition and the benefit it brings to the site. With this you can Secure the commitment of staff that will help to facilitate ownership and drive the transition forward.
3. Commit for All Trials
The transition to a digital system can be greatly aided by limiting the implementation to new trials only. So instead of this you can adapt the existing studies. Many sites apply this strategy. This strategy can streamline the process of bringing sponsors.To going forward, this is the way you intend to do business. You can further explain the requirements to maintain your own processes, your stakeholders will have access to tools and remote access that will save their time and money.
4. Avoid to keep Paper Backups
You have to make your trust in the system you have put in place to achieve that compliance, although you have eliminated a paper backup. Many sites want to keep a paper backup when moving to a new system. But this procedure will create a lot of additional work and other issues.As we know the transitioning of the electronic system doesn’t have to happen overnight. For this, we have to focus on new trials, and allow the value to emerge over time as you move along the trajectory of the regulatory maturity model.
5. Provide the Centralization
Creating organized files, document naming conventions will ensure uniformity across your organization. This also applies to processes and the use of materials. This transition will provide you centralization that includes identifying the documents and other resources that can be shared to eliminate the redundancy of the regulatory information. Similarly, you can take steps to identify and define types of workflows and the staff members involved in each.
In conclusion, Transition of a paperless system is a process, but with the right guidance it can become quite smooth. For more experiences from sites transitioning to a paperless process, access the featured case studies and embracing a Paperless Process for Your Site.