Case Study

FDA Regulated

Document Scanning

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Details

 Industry: Biotechnology

 

A biotechnology company had a storage unit full of documents and were unsure what exact documents it contained. They were looking to prepare themselves for an upcoming audit by making sure their documents were compliant and also rid themselves of the storage unit. Recordsforce was able to digitize their documents & give them secure digital access to their important data. This resulted in fully auditable documentation process and the ability to find any document they needed at a moments notice.

Analyzing The Problem

A biotechnology company had a storage unit that contained thousands of documents. The storage room was managed by a previous quality manager, making the current staff unaware of what documents were being stored. The company had an audit coming up and needed a solid inventory created of the documents they had, and to sort through what needed to be kept for compliance requirements and what could be shredded. They then needed a way to have quick and organized access to these documents when needed without needing to search through multiple boxes. 

FDA document

Creating A Customized Solution

The solution was to create an inventory of the documents within the storage unit and digitize the documents they were required to keep. The biotechnology company utilized Recordsforce to digitize their design history records, giving them secure access to those files and freeing up their storage space. Recordsforce started by collecting about 80 boxes of their quality records, created a basic inventory of their files and then prepped the files that were going to be digitized. We then used our high-speed scanners to digitize the records to PDFs, while matching them to their associated data within the company’s system.  Lastly, after quality reviewing the images, we delivered the digital images via secure file transfer protocol (SFTP) to their location.

    Instant Results

    The biotechnology company now has secure digital access to the documents they need with the touch of a button. They no longer need to waste time searching through boxes of files and even freed themselves from the cost and headache of a physical storage space. With Recordsforce being a SSAE-18 SOC II compliant company specializing in the conversion of FDA regulated documentation, the company rests easy knowing their information is safe and secure. Additionally, since they are no longer housing physical documentation, they no longer have to worry about a natural disaster, such as a fire or flood, from ruining their important data.