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Why Document Automation Software is Essential in Regulated Industries

Why Document Automation Software is Essential in Regulated Industries: Insights from a Tech CEO

Date: October, 2024 | Category: Quality | Author: Hana Trokic

Key Sections

Summary of Chapter

  • Businesses can benefit by implementing document automation software, particularly businesses in regulated industries where adherence to strict guidelines and compliance is non-negotiable.
  • Document automation software helps businesses overcome compliance risks by ensuring that their documents are created, managed, and stored in adherence with all regulations.
  • Document automation software simplifies processes by automating tasks.
  • By automating workflows, document automation software ensures that all documents are accurate and consistent with regulatory requirements and company standards.
  • Document automation software provides a centralized platform where all stakeholders can access, review, and approve documents in real time. This fosters better collaboration across departments.
  • Investing in document automation software can lead to significant cost savings and a higher return on investment (ROI). 
  • Look for these document automation software features to take your business processes to the next level.

What is Document Automation Software?

Document automation software refers to tools and systems designed to create, manage, and streamline the process of generating documents. These tools are often used to automate repetitive tasks associated with document creation, thereby reducing the time and effort needed to produce high-quality, consistent documents. 

Businesses can benefit greatly by implementing document automation software—particularly businesses in regulated industries where adherence to strict guidelines and compliance are non-negotiables.

We spoke to Brandon Malz,  GlobalVision’s CEO, to get his expert insights about this technology and its specific business benefits. 

Automate Regulatory Documentation to Ensure Compliance

“One of the biggest challenges in regulated industries is maintaining compliance with ever-evolving laws and regulations,” says Brandon. A document automation software helps businesses overcome this obstacle much more easily by ensuring that their documents are created, managed, and stored in compliance with these regulations. 

He also notes that automated templates and workflows help standardize processes, reducing the risk of human error. Brandon notes, “standardization is key for compliance as it ensures that all processes and documents adhere to a uniform set of guidelines and regulatory requirements. This is crucial as it minimizes the risk of errors and non-compliance issues.”

The uniformity that comes with standardization also improves accuracy, simplifies audits, and ensures that the organization consistently meets legal and regulatory standards. Ultimately, this protects businesses against potential fines and legal and reputational damage.

Implement Workflow Automation to Boost Productivity

As the CEO of a lean organization, Brandon notes that productivity is one of the most important factors to running a successful business. “We’re always looking for new ways to improve our processes through automation—make them faster, easier, more lean. This not only helps us build our products at a faster rate, it also helps boost productivity amongst employees – easing their workload while still allowing them to complete tasks at an accelerated rate.This is something regulated industries can take note of and take advantage of as well.”  

Manual document creation and management processes are time-consuming which is why businesses should constantly be looking towards automated solutions to achieve success. 

Document automation software is a great way to implement automation in workflows as it automates repetitive, manual tasks such as document creation, proofreading, quality checks, and approval workflows. This significantly reduces the time and effort required to complete these tasks, allowing employees to focus on more strategic activities. The result is a marked improvement in overall productivity and operational efficiency.

Use Automation to Help Eliminate Errors

In regulated industries, accuracy and consistency of documentation are one of the most important factors to ensuring company success. Automation software eliminates the inconsistencies that often come from manual processes. 

“For over 30 years we’ve seen firsthand how our automated products have significantly improved the workflows of our customers in regulated industries. In many cases customers have gone from having several errors slip through the cracks to 100% accuracy in their critical content.” 

Why Document Automation Software is Essential in Regulated Industries

By automating workflows, document automation software ensures that all documents are accurate and consistent with regulatory requirements and company standards. 

Integrate Collaboration Tools for Seamless Team Communication

Document automation software provides a centralized platform where all stakeholders can access, review, and approve documents in real time. This fosters better collaboration across departments and ensures that everyone is on the same page. Additionally, automated notifications and reminders keep the workflow moving smoothly, reducing delays and bottlenecks.

“Speaking with our customers, it has become increasingly evident that they all want an automated system that gets their tasks done. No one wants to switch from system to system or platform to platform. They want an all-in-one solution. As we build our products, specifically our flagship product Verify, we keep this in mind. With every new update, we are striving to build a more robust system that executes quality control tasks on documents in record time as well.” 

Automate Processes to Cut Costs and Increase ROI

Investing in document automation software can lead to significant cost savings and a higher return on investment (ROI). By reducing the time spent on manual document processes and by minimizing errors, companies can lower operational costs. Additionally, the improved efficiency and productivity leads to faster asset development and time-to-market, further enhancing ROI. The initial investment in automation technology quickly pays off through these collective benefits.

“Simply put, automation leads to increased cost savings. We are consistently hearing how automated software helps businesses save on valuable resources by reducing the need for additional labor or material resources. It also significantly decreases the chances of errors slipping through on critical content—which can lead to detrimental legal fines and financial setbacks.”

Biogen, a longtime GlobalVision customer, was able to calculate the following success metrics they experienced since implementing automated technology into their workflows: 

Why Document Automation Software is Essential in Regulated Industries

Document Automation Software Features 

Along with these valuable insights, Brandon adds that there are key features to look out for in an automation software. He notes that his chosen top three features “will make document automation software an essential tool for any growing business in regulated industries and beyond.”

The three features are: 

  • Customizable Templates: Helps ensure consistency across all documents, reducing the time spent on manual formatting.
  • Data Integration: Allows for the seamless import of information from various data sources, minimizing errors and duplicative efforts.
  • Security Features: Having encryption and access controls to protect sensitive information from unauthorized access is key in safeguarding businesses in regulated industries.

FAQs

How does document automation software benefit regulated industries?

In regulated industries, compliance with laws and regulations is critical. Document automation software ensures that all documents adhere to required standards, reducing the risk of non-compliance. It also streamlines workflows, enhances accuracy, and saves time, allowing companies to focus on more strategic tasks.

What are some key features to look for in document automation software?

Key features include robust security measures, compliance tracking, customizable templates, workflow automation, audit trails, and integration capabilities with existing systems. These features help ensure that documents meet regulatory requirements and are managed efficiently.

Can document automation software help in reducing operational costs?

Yes, document automation software can significantly reduce operational costs by minimizing manual labor, reducing errors, and speeding up document processing times. This leads to lower administrative costs and increased efficiency across the organization.

How can document automation software improve data security?

Document automation software enhances data security by providing controlled access to documents, encryption, and secure storage solutions. It also offers audit trails to track document modifications and access, ensuring that sensitive information is protected and regulatory requirements are met.

What is the best document automation software?

Selecting the best document automation software for regulated industries depends on your specific needs and preferences. When choosing the best software, consider your business size, the complexity of your document workflows, integration needs, and budget. Reading customer reviews and consulting with vendors can also help ensure you select the right tool for your regulatory compliance and automation needs.

Keep Reading About Automation In Business Processes

 

1. What is Compliance Document Management

Learn everything there is to know about compliance document management and how it can bring your business to the next level.

2.Document Version Control: 5 Best Practices for Your Team

Discover five essential best practices for effective document version control to enhance your team’s collaboration, accuracy, and efficiency.

3.Boosting Revenue With Document Automation

How document automation can completely uphaul your business processes by increasing efficiency in workflows and boosting revenue.

See How Verify Can Eliminate Errors and Save 80% More Time
on Proofreading and Quality Inspections

 

Request a Demo

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Boosting Revenue With Document Automation

Date: September, 2024 | Category: Quality | Author: Hana Trokic

Key Sections

Summary of Chapter

  • Document automation leverages technology to efficiently create, manage, and store various types of documents with minimal human intervention.
  • Document automation is crucial for businesses as it offers numerous benefits including streamlines workflows, enhances efficiency, reduces errors, and ensures consistency, to name a few. 
  • The “Automation Curve” illustrates where your business might be on its journey to full automation, while highlighting key factors and steps at each stage.
  • Take our quiz to find out where your business stands on its automation journey
  • Our quick tips helps guide businesses who wish to progress on the Automation Curve

What is Document Automation? 

Document automation refers to the use of technology to create, manage, and store documents with minimal manual or human intervention. In order words, it is the process of automating the creation and management of various types of documents, at scale.

These types of documents can vary greatly and include anything from legal, compliance, healthcare, financial, sales and marketing documents and more. 

Key Aspects of Document Automation:

Important Aspects of Document Automation Include Templates, Data Integration, Workflow Automation, Compliance and Standardization, as well as Storage and Retrieval

Why is Document Automation Important for Businesses?

Document automation offers numerous benefits to businesses who want to streamline their workflows, create more efficient processes, and ultimately boost their revenue.  

By implementing document automation, businesses can expect to experience increased efficiency, a reduction in errors, greater consistency, and saved time and costs, all while maintaining compliance with legal and regulatory standards.

Here is an overview of some key business benefits of document automation:

Key Business Benefits of Document Automation Include Enhanced Efficiency, Error Reduction, Consistency, Cost Savings, and Compliance and Risk Management Just to Name a Few

The “Automation Curve” 

The “Automation Curve” is a concept that illustrates the stages through which businesses progress as they automate their processes. 

This curve helps visualize where your business might be on its journey to full automation, while highlighting key factors and steps at each stage.

Below is an overview of the Automation Curve

The Automation Curve

An Overview of the Automation Curve

Quiz: Where is Your Business on the Automation Curve?


Automation Quiz

Take Our Automation Quiz!

Tips to Advance on the Automation Curve 

Now that you know where your business stands on the Automation Curve, here are some tips for businesses looking to implement process changes to help them advance on the Automation Curve and ultimately boost revenue.  

Manual Processes to Basic Automation

  • Identify Repetitive Tasks: Begin by documenting and identifying repetitive tasks that are time-consuming and prone to errors.
  • Start Small: Implement simple automation tools like scripts, or basic software solutions for these tasks.
  • Train Employees: Provide training for employees to effectively use these basic automation tools.
  • Monitor and Evaluate: Continuously monitor the effectiveness of these tools and make necessary adjustments.

Basic Automation to Process Optimization

  • Conduct Process Audits: Regularly review and analyze your processes to identify inefficiencies and redundancies.
  • Standardize Processes: Create standard operating procedures (SOPs) to ensure consistency and efficiency.
  • Use Intermediate Tools: Implement intermediate automation tools that integrate with your existing systems to streamline workflows.
  • Employee Involvement: Involve employees in the optimization process, encouraging feedback and suggestions for improvement.

Process Optimization to Advanced Automation

  • Invest in Advanced Technologies: Explore advanced automation technologies such as AI, machine learning, and robotic process automation (RPA).
  • Integrate Systems: Ensure that your systems and tools are well-integrated to allow seamless data flow and communication.
  • Continuous Improvement: Adopt a culture of continuous improvement, regularly updating and refining processes and automation tools.
  • Focus on Data: Use data analytics to drive decision-making and further optimize processes.

Advanced Automation to Full Automation

  • Scalable Solutions: Choose automation solutions that are scalable and can grow with your business needs.
  • Strategic Human Roles: Redefine human roles to focus on strategic tasks such as oversight, innovation, and process improvement.
  • Regular Upgrades: Keep your automation tools and technologies up-to-date with regular maintenance and upgrades.
  • Strong Cybersecurity: Ensure robust cybersecurity measures are in place to protect automated systems and data.
  • Cross-functional Teams: Create cross-functional teams to oversee automation projects, ensuring a holistic approach to process improvement.

FAQs

What is document automation?

Document automation is the use of software to create, manage, and store documents automatically, reducing the need for manual intervention. This technology can streamline the creation of various documents, such as legal, compliance, healthcare, financial, sales and marketing documents and more. 

How can document automation boost my company’s revenue?

By automating document creation and management, companies can save time and reduce errors, leading to increased productivity. This efficiency allows employees to focus on more strategic tasks, potentially increasing sales and improving customer satisfaction, which ultimately boosts revenue.

What types of documents can be automated?

A wide range of documents can be automated, including legal contracts, sales proposals, invoices, HR documents, and financial reports. Essentially, any document that follows a predictable format and requires consistent information can benefit from automation.

Is document automation difficult to implement?   

The implementation of document automation can vary in complexity depending on the size of your organization and the types of documents you want to automate. However, many software solutions offer user-friendly interfaces and customizable templates, making it easier to integrate into existing workflows with minimal disruption.

What are the key features to look for in document automation software?

When selecting document automation software, look for features such as template creation and management, integration with existing systems (like CRM and ERP), workflow automation, compliance tracking, and robust security measures. These features will ensure that the software meets your business needs and helps you achieve maximum efficiency and revenue growth.

Keep Reading About Automation In Business Processes

 

1. What is Compliance Document Management

Learn everything there is to know about compliance document management and how it can bring your business to the next level.

2.Document Version Control: 5 Best Practices for Your Team

Discover five essential best practices for effective document version control to enhance your team’s collaboration, accuracy, and efficiency.

 

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The Verify Summer Release Overhauls Graphics Compare and Introduces AI Spell Check

Date: September, 2024 | Category: company | Author: Hana Trokic

The Verify Summer Release is officially live. 

Our latest version introduces Graphics Compare 2.0 with its brand new state-of-the-art infrastructure; it delivers lightning-fast inspections, especially on multi-page files, more accurate results, and a simplified workflow. 

We’re also launching AI Spell Check, the smart Spell Check tool that allows you to focus only on the results that matter.

Here are the exciting details of our latest release: 

Graphic Compare 2.0

  • The new crop tool easily tells Verify which area to inspect with a single click, drag, and drop—the best part? It now works on all inspection types.
  • New default sensitivity setting is optimized for the most pertinent details of your graphics comparison. Increase the sensitivity for finer precision.
  • Our improved matching technology allows pages to be successfully matched together more frequently, and results are delivered with minimal false positives.
  • Multi-page documents are now processed in parallel regardless of page count, making your inspections exponentially faster.
  • ‘Flash mode’ now loads significantly faster.
  • Differences are now displayed on the source document as well as the new one, making results more intuitive.
  • Difference cards are now exposed and displayed individually, showing the page number to help you easily find differences on multi-page documents.

AI Spell Check

  • AI Spell Check allows you to easily filter results by categorizing words into four types: 
    • Abbreviations 
    • Proper nouns 
    • Alphanumeric words
    • General spelling errors
  • The Smart Discard pile are suggested words for your dictionary that help reduce your overall difference count and enhance future inspections, allowing you to focus on the results that matter.

Eliminate unintended changes between file revisions and start leveraging AI to accelerate your document reviews—book a free Verify demo today. 

Accelerate Your Reviews with Graphics Compare 2.0 and AI Spell Check

With these new additions, Verify is overhauling its Graphics Compare, bringing faster inspections, more accurate results, and a simplified and easy-to-use workflow. The new graphics capabilities make for a more robust and comprehensive software—a single platform for all regulatory proofreading requirements.

With the addition of AI Spell Check, Verify is at the forefront of innovation becoming the only automated proofreading tool for regulated industries that is powered by AI.

 

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Document Version Control: 5 Best Practices for Your Team

Date: August, 2024 | Category: Compliance | Author: Hana Trokic

Key Sections

  1. What is Document Version Control?
  2. Why is Document Version Control Important? 
  3. Use a Centralized Document Management System
  4. Implement Version Numbers and Tracking
  5. Establish Clear Naming Conventions
  6. Regularly Review and Archive Old Versions
  7. Enable Collaboration Features and Permissions

What is Document Version Control?

Document version control is a systematic approach to managing changes made to documents. It ensures that every modification is tracked, and that previous document versions are saved. It also allows multiple users to collaborate on a document while maintaining a clear record of updates and revisions.

Why is Document Version Control Important?

Effective document version control can help organizations reduce the risk of data loss, facilitate collaboration across departments, and help improve the accuracy and consistency of documents while keeping a detailed history of changes accuracy and consistency of documents while keeping a detailed history of changes. This helps in preventing data loss and facilitates collaboration amongst team members and different departments. 

It also enables easy retrieval to previous document versions if needed and ensures that team members are always working with the latest and most accurate information, reducing confusion and errors. 

1: Use a Centralized Document Management System

As a first step, a centralized Document Management System (DMS), is crucial for maintaining document version control.

Cloud-based solutions like Google Drive, Microsoft SharePoint, and Dropbox allow teams to store, organize, and share documents in one place. These platforms automatically track changes and provide version histories, making it easy to see who made what changes and when. 

A centralized document management system ensures that everyone has access to the most up-to-date documents and reduces the risk of working on outdated versions.

A centralized document management system

A centralized document management system

2: Implement Version Numbers and Tracking

It is also beneficial for your team and organization to assign version numbers to documents to differentiate between multiple stages of revisions throughout document development. This is another crucial tip for effective document version control. 

Start with an initial version (e.g., v1.0) and increase the number with each revision (e.g., v1.1, v1.2, etc.). Major changes can be marked with whole numbers (e.g., v2.0). 

Using version numbers in combination with a changelog that details what changes were made in each version helps maintain a clear history of document revisions and provides transparency for all team members.

Here is a simple example of a changelog you can include in your documents: 

Reviewer Time and Date Notes 
John Doe 11:11am, July 16th 2024New: Made changes to the Table of Contents and added a new section under “Best Practices” 

Implement version number, tracking, and changelogs

3: Establish Clear Naming Conventions

Consistent naming conventions for your files help keep documents organized and easily identifiable across teams and the organization, aiding in document version control. 

It is best to develop a naming structure that includes key information laid out in a specific order such as:

  • project name
  • document type
  • version number
  • date

For example, a document name might look like this: ProjectX_Report_v1.2_2024-07-15.docx. 

Clear naming conventions make it easy to locate the correct document version and understand its context at a glance.

Copy and save our Document Naming Tool to easily implement this best practice into your processes. 

Example of a clear naming convention for documents

Example of a clear naming convention for documents

4: Regularly Review and Archive Old Versions

Regular reviews and archiving outdated document versions prevents system clutter and confusion. It also ensures that your Document Management System remains organized and easy to follow. 

To do this, establish a routine for periodically reviewing documents to identify and archive obsolete versions. Archiving old versions keeps them accessible for reference without cluttering the active workspace. This reduces the risk of confusion and accidental edits to outdated documents.

Here is a simple routine you can follow to keep documents organized and up-to-date:

Example of document review routine

Example of document review routine

5: Enable Collaboration Features and Permissions

In order to get the most of your Document Management System and subsequently improve document version control, leverage collaboration features and set appropriate permissions to control who can view, edit, or comment on documents. 

Platforms like Google Workspace and Microsoft 365 offer robust collaboration tools that allow multiple team members to work on a document simultaneously, with real-time updates and comment tracking. 

Setting permissions ensures that only authorized personnel can make changes, safeguarding document integrity and preventing unauthorized modifications.

Summary of Chapter

  • Document version control is a method for managing and tracking changes to documents, ensuring all modifications are recorded and previous versions are saved. 
  • Document version control is crucial for maintaining document accuracy, preventing data loss, and facilitating collaboration among team members.
  • A centralized Document Management System is crucial for maintaining document version control by storing, organizing, and sharing documents while automatically tracking changes and providing version histories.
  • Consistent naming conventions for files help keep documents organized, easily identifiable, and aid in document version control.
  • Assigning version numbers to documents helps differentiate stages of document development and maintains a clear revision history.
  • Regular reviews and archiving of outdated document versions prevent clutter and confusion, ensuring that documents remain organized. 
  • Leverage collaboration features and set appropriate permissions to control access and editing rights, ensuring document integrity and preventing unauthorized modifications.

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FAQs

What are some common version control systems for documents? 

Common version control systems include tools like Git, Microsoft SharePoint, Google Drive, and Dropbox. These tools offer features like version history, collaborative editing, and access control.

How can you implement version control for your team? 

Implementing version control involves selecting the right tool, establishing naming conventions for documents, training team members, and creating a workflow that includes regular backups and reviews of document versions.

How can you track changes in documents? 

Tracking changes can be done using features within document editing tools (like track changes in Microsoft Word) or by maintaining a change log that records all edits and updates.

What are the benefits of using a cloud-based version control system? 

Cloud-based systems offer benefits such as remote access, real-time collaboration, automatic backups, and the ability to easily share documents with external collaborators.

How often should you review your document version control practices? 

Regular reviews, such as quarterly or biannually, help ensure that your version control practices remain effective and that any issues are promptly addressed.

Keep Reading About Automation In Business Processes

 

1. What is Compliance Document Management

Learn everything there is to know about compliance document management and how it can bring your business to the next level.

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What is Compliance Document Management?

Date: August, 2024 | Category: compliance | Author: Hana Trokic

Key Sections

  1. Understanding Compliance Document Management
  2. The Importance of Compliance Document Management in Business
  3. Key Benefits of Compliance Document Management Systems
  4. GlobalVision Integrations for Compliance Document Management 

Understanding Compliance Document Management

Compliance document management is the process of creating, storing, and maintaining documents that are necessary to meet regulatory requirements. 

These documents can include but are not limited to, regulatory submissions, quality documents, product information and labeling, and regulatory compliance and inspection reports that demonstrate compliance with relevant laws and regulations. The primary goal of compliance document management is to ensure that these documents are easily accessible, accurate, and up-to-date.

Effective compliance document management involves several key components. They include:

Key components of effective compliance document management

Key components of effective compliance document management

The Importance of Compliance Document Management in Business 

Compliance document management is beneficial for businesses in all industries but is particularly important in highly regulated industries. This includes pharmaceuticals, consumer goods, and financial services. In these industries, non-compliance can result in severe penalties, legal actions, and brand reputation damage that oftentimes cannot be reversed. 

Compliance document management helps mitigate risks by ensuring all necessary documents are accurate and up-to-date, thereby preventing non-compliance issues. It also enhances efficiency by automating and improving document review processes and reducing human errors. Finally, it supports business growth by ensuring all regulatory requirements are met as organizations expand and scale globally. 

Overall, effective compliance document management is essential for reducing non-compliance risks, improving process efficiency, and fostering long-term success for businesses.

By implementing an effective regulatory document management system, organizations can:

Importance of compliance document management

Importance of compliance document management

Key Benefits of Compliance Document Management Systems

Compliance Document Management Systems (CDMS) are essential for organizations aiming to maintain regulatory compliance and streamline their document handling processes. 

Some key benefits of implementing a CDMS include:

1.Centralized Document Management

A CDMS simplifies the management of compliance-related documents by organizing them in a centralized system or repository. 

This makes it easy to search for, retrieve, and manage documents, saving time and reducing the likelihood of errors in critical content. With version control features, organizations can track document changes and maintain a clear history of revisions across all their documents in one place. 

2. Improved Regulatory Compliance

Compliance document management systems also help organizations stay compliant with various regulations and standards—an otherwise large pain point for organizations in regulated industries. 

These systems ease the management and upkeep of compliance documentation, ensuring that all necessary documents are up-to-date and readily available for audits. This reduces the risk of non-compliance and legal or financial penalties.

3. Increased Efficiency and Productivity

Automating document management processes through a CDMS enhances overall efficiency and productivity for regulated industries. 

Employees can quickly access the documents they need, reducing time spent on manual searches and administrative tasks. This allows staff to focus on more strategic activities, ultimately boosting organizational performance.

4. Cost and Resource Savings

Implementing a CDMS can lead to significant cost and resource savings by reducing the need for physical storage, minimizing paper usage, and lowering administrative overhead. 

Additionally, by automating compliance tasks and reducing the risk of non-compliance penalties, organizations can avoid costly fines and legal issues.

5. Scalability and Flexibility

A compliance document system can easily scale with the growth of an organization. 

As regulatory requirements evolve and the volume of documents increases, these systems can adapt to meet new demands without significant additional investments. They can also help in the case of scaling globally, where documentation in several languages becomes more prominent and the need to easily manage said documentation increases. 

This flexibility ensures that organizations can maintain compliance regardless of changes in their size or industry regulations.

6. Enhanced Security and Data Protection

A CDMS provides robust security features to protect sensitive information, a key concern for regulatory industries. 

These systems often include encryption, user access controls, and audit trails to ensure that only authorized personnel can access, modify, or view documents. This significantly reduces the risk of data breaches and unauthorized access, helping organizations safeguard confidential information. 

7. Better Collaboration and Communication

A compliance document system facilitates better collaboration among team members by providing a single, centralized platform for document sharing and communication. 

Features like document sharing, commenting, and real-time updates enable teams to work together more effectively, ensuring everyone is on the same page and reducing the risk of miscommunication or errors in critical content—a major concern for regulated industries.

8. Improved Sustainability 

Compliance document systems also significantly contribute to sustainability by reducing paper usage, optimizing resource efficiency, saving energy, enabling remote access, and supporting compliance with environmental standards. 

The key benefits of compliance document management systems

The key benefits of compliance document management systems

The key benefits of compliance document management systems

GlobalVision Integrations for Compliance Document Management 

GlobalVision, the market-leading proofreading and quality inspection software is at the forefront of ensuring compliance and error-free documentation in regulatory industries. It does so through automated quality control, and integrations with top platforms that aid in compliance document management such as Veeva Vault. 

Compliance Document Management and Automated Quality Control 

GlobalVision’s automated quality control platform is an innovative technology  that provides better proofreading results and e comprehensive inspections of critical content and documentation. 

Automated quality control works by comparing two documents with character-to-character precision to find discrepancies between the two, and by executing single document inspections such as spell check, braille, and barcode inspections. The software conducts comprehensive inspections across text, color, graphics, barcodes, and braille. Inspections are exponentially faster than manual proofreading tasks, reducing the time needed  for  quality checks on documentation  tasks to mere seconds. 

To take content management to the next level, GlobalVision’s cloud-based proofreading software, Verify, is integrated with top platforms that aid in compliance document management including Veeva Vault. This enables regulated industries to automate compliance reviews across the entire content ecosystem and ensure the integrity of critical content from start to finish. 

GlobalVision’s Verify and Veeva Vault Integration

The Verify and Veeva Vault Integration is a closed-loop integration allowing users to securely pass files from Veeva Vault into Verify, leveraging cutting-edge cloud hosting technology and our application programming interfaces (APIs).

A key benefit of this integration is that it allows users to run quality inspections in Verify – directly from Veeva Vault – where users can then identify discrepancies in text, spelling, graphics, and barcodes. It also offers support for multilingual documentation for region-specific content. 

This integration automates inspections post medical, legal, and regulatory (MLR) reviews to ensure the integrity of approved content, minimizing high-risk manual and human errors. 

It allows proofreaders, editors, and reviewers to use Verify’s annotations for better communication between departments and ensures accurate transcription of copy and content by agencies and printers. 

The integration provides secure file transfer, full visibility into creation and approval processes, and includes all comparisons in the audit trail. It accelerates regulatory, promotional, and labeling review processes, enhancing efficiency and data integrity in compliance document management. 

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FAQs

What is an example of a compliance document?

Examples of compliance regulatory documents include product labels, allergen statements, instructions for use, health and safety audits, compliance reports, licensing agreements, risk management plans, incident reports, and product safety certifications, to name a few. 

What are the benefits of compliance document management systems?

Compliance document management systems ensure adherence with regulatory standards, enhance data security, improve operational efficiency, and reduce the risk of legal penalties.

How does compliance document management help with regulatory adherence?

Compliance document management ensures regulatory adherence by organizing and maintaining necessary records, automating compliance processes, enhancing data security, and providing easy access and retrieval of documents during audits. 

What compliance documentation is required to be maintained?

Examples of compliance regulatory documents that are required to be maintained include product labels, allergen statements, instructions for use, health and safety audits, compliance reports, licensing agreements, risk management plans, incident reports, and product safety certifications, to name a few. 

How to choose the right compliance document management software?

To choose the right compliance document management software, assess your specific needs, prioritize features like security and automation, consider usability and deployment options, evaluate the vendor’s reputation and support, compare costs, and take advantage of trials to gather user feedback.

What are top features to look for in compliance document management solutions?

Top features to look for in compliance document management solutions include robust security measures, support for relevant regulations, automation capabilities, mobile accessibility, seamless integration with existing systems, an intuitive user interface, customizability, and scalability to grow with your organization

Can GlobalVision be integrated with other systems?

Yes, thanks to our easy-to-deploy APIs, GlobalVision’s cloud-based proofreading software, Verify,  can easily integrate with your existing ecosystem for an end-to-end quality workflow. Review  our API Quick Start Guide. Additionally, Verify integrates with Veeva Vault amongst other Veeva products.

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Verify’s Advanced Language Capabilities Offer a Comprehensive, All-in-One Multi-Language Inspection Solution for Global Brands

Date: June, 2024 | Category: proofreading | Author: Hana Trokic

With global brands constantly expanding their reach into new markets, the ability to communicate accurately and effectively across different languages while remaining compliant is not just a competitive advantage—it’s a necessity. 

Verify’s Advanced Language Inspection Capabilities provide global brands with an all-in-one cloud-based solution—powered by AI. Instead of dealing with disjointed proofreading processes for individual languages, this suite of language inspection tools offers a centralized and comprehensive solution for multilingual proofreading. 

Verify’s Advanced Language Inspection Capabilities empower brands to optimize multilingual document inspections through:

  • Spell Check in 42 Languages
  • Text Compare in all Global Languages
  • Automatic Right-to-Left (RTL) Language Compare
  • Automatic Asian Language Compare 
  • Braille Inspection in 44 Languages

Multilingual Spell Check Capabilities

With Spell Check in 42 global languages, along with Medical and Custom Dictionaries, Verify ensures the accuracy of multilingual content and brand-specific terminology. 

These regularly updated dictionaries ensure compliance of critical content with local regulations by preventing spelling errors. 

Text Compare in All Global Languages 

Text Compare, which is available in all global languages, detects all discrepancies in text by comparing documents character-by-character within a matter of seconds. 

This capability safeguards brands from non-intended changes occurring on documents and final packaging assets. 

“[Text compare] is particularly beneficial when working on files in foreign languages. As iNova distributes products to markets globally, quality teams must work on files in languages and alphabets that are not native to them.”

– Phil Sami, Group Operations Improvement Director, iNova Pharmaceuticals

Automatic Right-to-Left Language Compare  

Right-to-left languages such as Arabic and Hebrew are challenging to proofread, especially for non-native readers. Automatic Right-to-Left Language Compare automatically determines text direction on documents and compares text accordingly. 

Automatic Asian Language Compare

Asian languages such as Chinese, Japanese, and Korean, are also challenging for proofreaders. Automatic Asian Language Compare automatically detects Asian characters and allows brands to compare documents with ease. 

“A 4-language leaflet could take upwards of 2 days to manually proofread, a 30-language IFU could take over a week. A 200-page user manual in 30 languages could take months. Using technology can cut that to 15 minutes or so.” 

– William Bosley, Manager Global Labeling and Graphics, Gilead Sciences 

These features increase operational efficiency by reducing the need to outsource, and accelerates time-to-market, especially for relevant Asia-Pacific and Middle Eastern markets. 

Braille Inspection in 44 Languages 

Braille is a mandatory component of pharmaceutical packaging across Europe and ensuring braille accuracy is a crucial part of the pharma document review process. 

With Verify’s Braille Inspection, brands can translate braille in 44 languages and inspect braille regions to ensure compliance with the Marburg Medium Braille Font Standard. This helps avoid non-compliance issues while accelerating EU market penetration and supporting consumer accessibility.

Leverage Verify’s Advanced Language Inspection Capabilities and Foster a Competitive Advantage 

Brands that leverage Verify‘s Advanced Language Inspection capabilities support their global distribution and expansion strategies and uphold their commitment to quality and compliance in an increasingly competitive global landscape. 

Without the need for multiple, complicated tools and resources, brands can centralize multilingual proofreading while: 

  • Enhancing market penetration 
  • Protecting brand reputation
  • Streamlining operations
  • Assuring compliance 
  • Gaining a competitive advantage

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Biogen Optimizes Artwork Development with GlobalVision, Saving $1.2 Million Annually

Date: May, 2024 | Category: Customers | Author: Hana Trokic

Biogen is a leading multinational biotechnology company specializing in therapeutics and medicines for the treatment of neurological diseases, specialized immunology, and rare diseases. Pioneering innovative science to deliver new medicines that transform patient lives, Biogen operates internationally with offices across the Americas, Europe, and Asia.

Challenge: Product Lifecycle Delays Causing Financial Losses

Prior to implementing GlobalVision, Biogen struggled with certain convoluted business processes and unreliable legacy systems that caused delays in their products’ lifecycles. The processes in place made making even minor changes a difficult task.

Their legacy systems were inefficient, resulting in regular compliance issues and data losses, hindering Biogen’s ability to maintain regulatory compliance, and reducing operational efficiency.

Solution: Streamline Artwork Development With Automated Quality Inspections 

In March 2019, Biogen implemented GlobalVision’s suite of automated quality inspection tools in hopes of alleviating these critical delays. The system helped them deliver artwork files exactly as intended and significantly reduced revision cycles. They calculated the following success metrics:

“The Artwork Design Team, Regulatory Teams, Quality Partners, and Graphic Service Providers—across all four of those functions – the time savings are associated with the move to GlobalVision.” 

– Richard Eyre, Associate Director of Product Lifecycle Management Regulatory CMC and Asset Development Project Management IT Systems

Ultimately, Biogen’s implementation of GlobalVision’s market-leading software allowed them to deliver critical medicines to market faster, further solidifying the software’s position as the leading proofreading and quality inspection solution for regulated industries.The software’s capabilities such as pixel-to-pixel comparison and text comparison, quickly proved to be crucial for maintaining the integrity of product information across the product lifecycle.

“The reliability associated with both the implementation, the maintenance, and the operation of  the [GlobalVision] system has been amazing and really is one of the keys to why we want to prolong the relationship with GlobalVision.”

– Richard Eyre, Associate Director of Product Lifecycle Management Regulatory CMC and Asset Development Project Management IT Systems

Join industry leaders and take the first step towards streamlining your artwork development and quality inspection processes today.

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Drupa 2024: 4 Key Learnings from Week 2

Date: June, 2024 | Category: Company | Author: Myka Luchuk

After a whirlwind few weeks at Drupa, exhibitors and attendees can breathe a sigh of relief thanks to a successful show, full of new leads and fresh insights. With teams returning to their regularly scheduled routines, it’s important to reflect on key learnings and put them into practice moving forward.

Here are 4 of our key takeaways from Drupa 2024:

Automated Inspection Solutions Aren’t Just a “Nice to Have”; They’re a Necessity 

Our team discovered early on that a driving motivation for many attendees was to find ways to make their print and packaging journeys more efficient. Automated inspections play a huge role in aiding print and packaging companies by taking away the need for manual inspections, eliminating costly errors, and getting to market faster than ever. 

At Drupa, we showcased our integrated automations through our partnership with Esko. Esko Automation Engine and Esko WebCenter help to bridge the gap for efficiency in the artwork management system through automated text and graphics compare tools, automated barcode and braille inspection tools, spell check in 37 global languages, and the ability to review annotations directly from the Esko WebCenter.

Customer Feedback Should Drive Product Development

We met with many of our current customers, as well as many new prospective clients at Drupa 2024. What we learned is that our current customers have been very happy with our ability to solve their current inspection needs, but as companies look to scale up, their needs expand. 

From this, we have taken note of what will make our products better, and more applicable to our customers. Some of these requests have included plate inspection, UV print inspection, inline PDF spot checking, crease/fold measurement, and more. 

This is the most valuable feedback to receive, as it ensures that our customers remain happy and that our products continue to be industry-leading. 

The Value of Networking Opportunities 

With attendees from around the world, it’s easy to get excited about the potential for new customers. However, Drupa is not only a prime event to generate fresh leads, it’s also a prime networking event with thousands of industry professionals attending from all over the globe. Some of the best insights, feedback, and conversations happened through intentional conversations with leaders in the print and packaging industry – a valuable asset for advancing our processes into the future.  

Although it might not make a flashy sale on the spot, you never know where a networking opportunity may lead down the line.

Companies are Looking for Advancements in Braille Inspections

GlobalVision’s new braille inspection software gained the attention of many attendees at Drupa 2024. Since braille has become mandatory on all pharmaceutical products in Europe, braille inspections have posed challenges to the print and packaging industries. This includes slowing down efficiency in production and approvals processes, increasing subjectivity and human error in manual inspections, increasing cost due to slow inspection speed, limiting options for scalability and increasing compliance risks.

What we learned is that previous solutions for measuring braille height haven’t fully met the growing need for detailed braille height inspection – until now, with Detailed Braille Height Inspection. This product is 10x faster and more cost-effective than other braille solutions, along with other features that made it a hit at Drupa.

GlobalVision isn’t done yet! Take a look at where we are still headed in 2024. 

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Drupa 2024: 4 Key Learnings From Week 1

Date: May, 2024 | Category: Company | Author: Myka Luchuk

Week 1 of Drupa has not disappointed – from incredible booths, engaging presentations, innovative solutions, and high foot traffic, it’s clear that the future is bright for the print and packaging industry.  

One of our biggest highlights has been engaging with current and prospective customers, putting faces to names in the print and packaging industry. These organic, personal connections continue to be a key contributor to our success, highlighting our passion for our product and customer experience.    

Here are some of the key trends we have noted in week 1:

1. A Focus on Sustainability 

This encouraging trend is evident throughout Drupa, with many exhibitors showcasing their sustainable packaging and solutions. Some of this year’s keynote speakers, such as Calvin Lakhan, a specialist in the field of environmental resource management and economics from York University, and Mark Maslin, Professor of Earth System Science at UCL and the Natural History Museum of Denmark, have also chosen topics to shine a light on the importance of environmental responsibility. 

Read this blog post to learn more about sustainable packaging.

2. The Importance of Artwork Management Systems (AMS)

Creating streamlined artwork management processes has been a hot topic amongst exhibitors and attendees alike. AMS provides centralized control over all artwork across every stage of production, providing consistency in all branded elements such as colours, fonts, logos, and more. Why is this so important? Print and packaging companies want to maintain quality control, not just for product appearance, but also to enhance regulatory compliance, reduce risk, increase efficiency, and get to market faster. 

Curious about how GlobalVision can be a part of this process for your business? GlobalVision hosts integrations with Esko, automating proofing and quality control throughout the artwork and content management process. Visit our booth during week 2, located at hall 8B, booth C32 to find out more.

3. Efficiency in Print and Packaging Processes

Regardless of their size, a common goal amongst print and packaging companies we have spoken to is to find solutions for scaling up their business. As manufacturers look to increase their production volume, this has generated intrigue into tools for efficiency in print and packaging processes. This means fewer steps, seamless integrations, automation tools, and reduced errors in inspections. 

Learn more about how GlobalVision has helped companies such as Smurfit Kappa Group increase efficiency by reading this customer story.

4. Braille Height Measurement

Drupa attendees have been excited by GlobalVision’s Detailed Braille Height measurement and inspection technology, which offers unmatched accuracy and speed that was previously not seen for braille inspections. This will allow companies to address unreliable and inefficient manual verification processes, reducing risks of incorrect braille translations, tactile issues, spacing errors, and spelling mistakes, all of which cause compliance issues such as financial penalties, recalls, risk to consumer and patient safety and damage to a company’s reputation. 

The Detailed Braille Inspection software is an integration into GlobalVision’s market-leading quality inspection product, GVD. Learn more about GVD and how it combines GlobalVision’s most powerful inspection tools into one robust application, ensuring the accuracy of files as they move along the quality workflow. 

Learn more about GlobalVision’s new Detailed Braille Height inspection software. 

As we look ahead to the final week of Drupa, we are excited to build new insights and connections. 

Visiting Drupa next week? Book a personalized live demo with us to see how we can enhance your inspection processes. Find us in hall 8B, at booth C32!

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GlobalVision in Action: Where You Can Find Us in 2024

Date: May, 2024 | Category: Company | Author: Myka Luchuk

GlobalVision is coming to you! In 2024, GlobalVision is heading to trade shows and conferences across North America and the EU to connect with current and prospective customers. By visiting one of our booths, you’ll have the opportunity to receive personalized consultations about your team’s needs, meet our team of experts, and more.

Find out where you can find us: 

Drupa 2024

Düsseldorf, Germany 

May 28 – June 7 

In 2024, the international print industry will once again meet at Drupa, the world’s leading trade show for print technologies—after an 8-year hiatus. GlobalVision will showcase innovative quality inspection solutions while fostering valuable connections at the top printing technology event of the year. 

Find us in Hall 08B at stand #8BC32!

12th Pharma Packaging and Labeling Innovation Forum Boston

Boston, United States

June 13 – 14

Pharma Packaging and Labeling Innovation Forum is the industry’s leading event that provides an excellent sourcing platform for international manufacturers, professional buyers, and decision-makers in the plastics, printing, and packaging industries. GlobalVision will be featuring Verify, the industry’s fastest cloud-based proofreading software that ensures error-free content while maximizing team productivity.

Find us at booth E4!

EskoWorld 2024

Grapevine, Texas, United States

June 25 – 27

EskoWorld 2024 will gather partners and customers from around the globe, with more than 500 professionals from various industries coming together for an exciting and informative series of discussions exploring accomplishments, shared obstacles, industry trends, and best practices. Learn more about our Esko Integrations, and visit our booth for more information.

Find us at booth 30!

Pharma Packaging and Labeling Innovation Forum Munich

Munich, Germany 

September  9 – 10

Pharma Packaging and Labeling Innovation Forum Munich provides a platform to discuss industry challenges for material and design innovations, sustainability, branding, and active packaging in the pharmaceutical industry. As part of GlobalVision’s expansion into the EU, this event plays a key role in our commitment to fostering strong relationships and delivering innovative solutions to regulated industries in Europe.

More details on where you can find us will be available soon! 

Veeva R&D Summit

Boston, United States

September  9 – 10

Veeva provides the opportunity to connect, learn, and collaborate with peers across clinical, quality, manufacturing, regulatory, safety, and IT industries at Veeva R&D Summit. Learn more about the Verify & Veeva Vault Integration, and visit our booth for more information.

More details on where you can find us will be available soon! 

Labelexpo Americas 2024

Chicago, United States

September 10 – 12

Labelexpo Americas is the largest event for the label and packaging printing industry in the Americas. Join us there to meet our awesome team and learn more about our industry-leading print and packaging inspection tools.

Find us at booth 1621!

Already planning to attend one or some of these events? Let us know you’re coming! Contact us so we can arrange a time to meet with you.

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