Enhancing Operational Efficiency with Advanced Document Management
In the life sciences sector, efficient document management is critical for maintaining compliance, ensuring data integrity, and supporting collaboration across teams. A Global Life Science Capability Centre in India faced challenges with managing a vast array of crucial documents—from SOPs to validation reports—making manual processes slow and prone to errors. Neviton Technologies implemented a state-of-the-art Document Management System (DMS) that streamlined every phase of the document lifecycle, from creation and approval to retrieval and disposal. By automating workflows and enforcing stringent security measures, the DMS significantly enhanced operational efficiency and compliance.
Why: Understanding the Need
A Global Life Science Capability Centre based in India was struggling with managing its extensive range of life science documents, including SOPs, STPs, Specifications, Protocols, and Validation documents. The sheer volume and complexity of these documents made manual handling inefficient and error-prone. The centre needed a robust solution to streamline the creation, approval, distribution, revision, retrieval, and eventual destruction of these documents. Key objectives included improving operational efficiency, ensuring stringent compliance with regulatory standards, and enhancing collaboration among diverse teams spread across different locations. Additionally, there was a critical need to secure sensitive information against unauthorized access and ensure that document handling processes were transparent and traceable.
How: Implementing the Solution
To tackle these challenges, the centre adopted a comprehensive Document Management System (DMS). This cutting-edge solution was designed to automate every step of the document lifecycle, providing a seamless and secure way to manage critical documents. The DMS featured several key actions and functionalities:
Key Actions & Features
Dynamic Workflow Creation
Customized workflows with timeframe associations and alert triggers.
Document Creation & Modification
Facilitated document creation, modification, and bulk uploads with tags and keywords.
Pluggable Workflow Association
Seamless integration with existing systems and processes.
Document Review & Approval
Structured review and approval processes with electronic management
Collaborative Authoring and Reviewing
Multiple stakeholders could contribute while maintaining control and versioning integrity.
Maximum Security and Compliance
Adherence to industry standards with 256-bit encryption and granular access controls.
Smart Search and Retrieval
Intelligent search algorithms for quick document retrieval.
Document Print Control and Digital Signatures
Ensured document authenticity and prevented unauthorized printing.
Email Notifications and Task Management
Timely communication and task assignment through email notifications.
The above key action and features are implemented using AWS Cloud services like AWS Cognito for SSO authentication, AWS S3 buckets to store applications frontend code in ReactJS and all the uploaded/created/modified documents (SOPs, STPs, Specifications, Protocols, and Validation document etc.) in proper folder structure like SharePoint with proper Access controlled using application business logic written in NodeJS code in AWS Lambda services by accessing using AWS API Gateway. AWS EC2 services are used for some the functionalities like document encryption and decryption process to secure the documents as well as Docker image of OnlyOffice third-party tool to access the documents in browser only with download and print control using this solution. AWS CloudFront as application content delivery network service. AWS VPC to restrict the access to Client network, AWS RDS is used to store the document information with respect to User’s operation.
The complete development of this solution executed with Agile development methodology where AWS CI/CD services like AWS CodeCommit, AWS CodePipeline, AWS CodeDeploy are used to achieve the development objectives.
Impact: Measuring the Success
Faster Document Processing
The automation of document workflows and the streamlined review and approval processes led to a 40% reduction in document processing times.
Cost Reduction
Enhanced efficiency and the elimination of manual processes resulted in a 30% reduction in costs associated with document management.
Improved Compliance and Security
Adherence to regulatory standards was ensured, and robust security protocols protected sensitive information.
Enhanced Collaboration:
The ability for multiple stakeholders to contribute to document creation and review improved collaboration and ensured document accuracy.
With advanced document management, life sciences organizations can reduce processing times, cut costs, and secure critical information, all while enhancing collaboration and regulatory compliance.
Empowering Life Sciences with Intelligent Document Management
At Neviton Technologies, we empower life sciences organizations with smart, secure, and efficient document management solutions. Our DMS not only meets rigorous industry standards but also transforms document handling into a seamless process, allowing teams to focus on innovation and impactful work. Partner with us to unlock streamlined, compliant, and collaborative document management for your organization.
