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Poll: Records: (116 member(s) have cast votes)

Paper or Electronic?

  1. All paper (15 votes [12.93%])

    Percentage of vote: 12.93%

  2. Mostly paper, but some electronic (66 votes [56.90%])

    Percentage of vote: 56.90%

  3. Mostly electronic, but some paper (34 votes [29.31%])

    Percentage of vote: 29.31%

  4. All electronic (1 votes [0.86%])

    Percentage of vote: 0.86%

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#26 ladytygrr

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Posted 18 August 2015 - 03:16 PM

We are mostly electronic, trying to be completely electronic. We are using Google Docs and Sheets with access limited to who you share docs with and then further limited to view, comment, and edit rights.

 

I'm actually working on our document control/management program now. Aaannnddd realizing that we need back up in place in the event a tablet stops working or we lose internet and/or power. And, reading through another recent thread, I now realize we need to adhere to 21 CFR 11 which we DEFINITELY aren't following all the way. Yikes!  :eek_yello:  :doh:

 

I love, love, LOVE the electronic idea. Luckily, I love to learn and figure out how to put things into practice, too, because it looks like I have a lot to do to catch up to 21 CFR 11!  :oops:


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#27 jtrue

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Posted 03 September 2015 - 12:49 PM

We are mostly electronic, trying to be completely electronic. We are using Google Docs and Sheets with access limited to who you share docs with and then further limited to view, comment, and edit rights.

 

I'm actually working on our document control/management program now. Aaannnddd realizing that we need back up in place in the event a tablet stops working or we lose internet and/or power. And, reading through another recent thread, I now realize we need to adhere to 21 CFR 11 which we DEFINITELY aren't following all the way. Yikes!  :eek_yello:  :doh:

 

I love, love, LOVE the electronic idea. Luckily, I love to learn and figure out how to put things into practice, too, because it looks like I have a lot to do to catch up to 21 CFR 11!  :oops:

 

Hi ladytygrr.. we use Google Docs and sheets as well. You can solve the backup and offline problem by installing Google Drive on your computer. It will keep offline copies of all of your files synced between your computer and Google. Another nice feature is that when you lose internet connection while working on a file you can continue editing the file and all of your changes will be preserved when your internet connection is restored. We have two computers with this feature installed on it for extra security. 


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#28 Mart O

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Posted 23 September 2015 - 12:49 PM

hi all! Nice to read that people in the industry are looking for ways to replace paper.

Lets say you are already using excel or google apps to collect the data digitally, what then? Whats the most common thing you would like to do with this data next?

 

best,

Mart


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#29 ladytygrr

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Posted 23 September 2015 - 01:03 PM

hi all! Nice to read that people in the industry are looking for ways to replace paper.

Lets say you are already using excel or google apps to collect the data digitally, what then? Whats the most common thing you would like to do with this data next?

 

best,

Mart

Hi Mart,

 

For us, we use the data to record completion and review of sanitation duties; our quality checks are done electronically so we can review for any trends; our training records are kept here and updated accordingly; our GMP audits are going to be paperless. It's all there and available to those who have been given the permissions..

 

I am hoping we will be migrating to a food-safety-related ERP system as, truthfully, all these spreadsheets are getting cumbersome - there's so much duplication of data and things that are connected but it's very easy to forget to update spreadsheets B-F when spreadsheet A is updated. On my plate is trying to create some sort of cheat sheet or infographic for each type of document (recipes, SOPs, etc.) which shows the main source of info and then all of the other spreadsheets which are affected by it. BUT! I am actively petitioning management to start looking for a food safety-based ERP system that will let us stay paperless.

 

What is your experience with all of this?

 

~Emily~


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#30 Mart O

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Posted 24 September 2015 - 04:47 PM

IMO, using excel or any other spreadsheet application only solves first half of the problem. Instead of piles of papers you end up with bigger pile of different files. The data has to end up in database, where all data is connected and accessible.


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#31 ladytygrr

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Posted 24 September 2015 - 05:25 PM

IMO, using excel or any other spreadsheet application only solves first half of the problem. Instead of piles of papers you end up with bigger pile of different files. The data has to end up in database, where all data is connected and accessible.

Mart,

 

That's exactly what we're running into. And we're anticipating growing 3-4 times over the next year or 2 so I am constantly encouraging management to consider moving to a single database with all info connected --- a food safety based ERP system. Remembering how everything is connected and where it is located is burdensome and inefficient.

 

The conversation came up today, even, and I expressed my firm belief that we need to change to an ERP system sooner rather than later. When we get the new customers we're anticipating, we're not going to have the time or manpower to choose and implement a new ERP system because we're all going to be WAY TOO BUSY. Taking the time and making the investment now, while we still have some breathing room, is the best way to do so we are not rushing the process and making mistakes.


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#32 ChristinaG

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Posted 11 April 2016 - 03:08 PM

We use customized software to keep track of some elements of our production and also to keep track of materials. It's all tracked through the system by which employee did it. It's all on a connected system that's backed up at another location, as well.

 

I believe each line has several touchscreen monitors, but there are also many traditional desktops, as well. We make packaging, so there's no worry about getting something wet or full of food debris.

 

However, all of our quality checks are done on paper, as well as our info on what we're producing that week, information on product holds, etc. Our upper management is still very attached to paper records. I won't complain though, since half of my job is document control. :-)

 

-Christina


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-Christina

 

"Imagination is more important than knowledge. For knowledge is limited, whereas imagination embraces the entire world, stimulating progress, giving birth to evolution."- Albert Einstein 


#33 Guitardr85

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Posted 22 December 2016 - 05:34 PM

I am really interested in keeping this thread alive...

 

We are currently looking into Safefood 360 or TraceGains.  We are in a position to develop an entirely new document control system as well so my thought process is, "why not go electronic".  My question about this is two fold:

 

A: Has anyone had good or bad experiences with the software i described above (or any other systems)?

B: In terms of 21CFR11, has anyone run into any regulatory issues?  I have performed several SQF audits in the past, and outside of what the code requires, I have never had any CFR issues in terms of having to validate my electronic systems.

 

Thanks in Advance!!!


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#34 GMO

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Posted 21 February 2017 - 12:59 PM

We're a slow transition.

 

I would say our learning points are that we need better ways of recording who has done a check electronically (but if you think paperwork is fool proof on that you're wrong.)  The other thing is electronic methods remove ambiguity which is great for moving forward and making your systems better but will feel like you've taken a step backwards.  Errors on electronic records stick out like a sore thumb and so some verification of them is vital.  The best thing though is they're often much, much harder to make up which is a result all round.  :spoton:


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#35 QM-OS

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Posted 15 August 2017 - 12:36 PM

Interesting to read about other companies experiences.

We're a relatively small company and have worked with BRC/HACCP for 5 years now.

I'm the person in charge of the documentation and six months ago I felt it was time to minimize our paper piles. 

 

We looked at different ready-made-systems but the quotes we got were ridiculous and to make certain changes would make it even more expensive, so in the end we went with Sharepoint. 

Since it's already part of our Office-subscription our financial department liked the idea of no additional expenses.  :thumbup:

It doesn't fulfill all needs but almost, so I see it as a good start. Also, all employees now have access to documents etc, wherever they are (as long as they have internet connection).

 

We've just finalized the convertion and our quality management system consist of some 6000 files. Don't know if this is a big number or not, but for us it certainly is!

It's a weird feeling, not to have so much paper lying around anymore! I've managed to clear a good portion of my shelves already.

 

We had plans of converting the production/cleaning documentation as well but the factory environment is not desirable (wet, humid and cold) and also, some of the staff are not all willling to even try using other devices except pen and paper.  :wacko:

Maybe it's something we can look in to when they've retired... :whistle:


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#36 Sanitation

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Posted 16 August 2017 - 09:33 AM

Greetings,

Right now the only audit form that I use that is completely electronic is my Master Sanitation Schedule, which is just fine, if an auditor wants to see it, I can print it off or just open my desktop for him or her.

In a perfect world in this day and age, records should be electronic with printed copies for back-up, and should be available on demand.


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