Use Automated Document Control Programs to Prepare for Audit

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If you work in a regulated environment, you will constantly face the complex problem of having to manage huge amounts of data, while at the same time being compliant during inspections. With regulatory pressure being increasingly high, it is important to have audit trail software in place at all times. This ensures that you can always have all your paperwork in order whenever an audit occurs.

One of the big problems caused by having a poor audit score is that there is poor synchronization between underlying processes, documents, and change management. For instance, if you are dealing with more than one supplier and/or location, a document change does not necessarily also change the process. As a result, it is all too easy to find yourself non-compliant, which in turn means you get a negative audit score. When you properly manage your documents, however, you prove that you also follow the best practices that are accepted in your industry.

Features of an Excellent Audit Trail Software Package

A good document control system has a number of core features:

  1. It enables you to control your documents in a safe and secure environment. Because almost all documentation is now electronic, the life cycle of a document can be fully automated while at the same time ensuring that critical information can be accessed securely. It should have a number of automated features, such as easy search options and electronic signatures, while at the same time ensuring only those with the right credentials can access the information.
  2. It should be available on the cloud, so that it can be accessed at all times from anywhere. This is vital because so many businesses now operate on an international level, and because so much of the workforce is now mobile as well. Good audit trail software packages are 100% online, being stored on the cloud. This means that all documents are always available in real-time, regardless of where or when they are accessed, and where from.
  3. It should fully integrate with training management processes. This ensures change management is made far easier as well, as it will show where in the organization there may be a need for additional support or training. Workforce training auditsare as important as other forms of audits, as they demonstrate that you invest in your people and make sure they are the best they can be. At the same time, this will help you reduce expenditure, since you will only develop training for which there is a requirement.

When you integrate your audit trail software with the core processes of your business, you will be ready for any audit. At the same time, you will make your business more efficient, resulting in greater profits, happier customers, and happier members of staff as well. This will put you on an upward continuous spiral of becoming more profitable, more relevant, and more respected across the industry. Clearly, audit trail software is an absolute must.

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