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Verification of Tablet-Based Form Records (electronically or via pdf)

Verification

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#1 BillC

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Posted 29 March 2019 - 04:03 PM

I am in the process of converting forms over for electronic data collection for a plant that is BRC certified. The form platform is ProntoForms, which is working very! well after a (somewhat) short learning curve. The forms provide a range of output options, including: * Email summary sent out on form submission * Populating rows in an online spreadsheet * Automated pdf reports into Dropbox folders (with folders automatically named for each form). * Ability to attach photographs to reports. PDF reports can also contain info showing date/time, location, user login etc and have naming conventions that make it easy to find individual records. The file is time stamped so should be sufficiently robust for an audit trail. The great thing about this setup, is managers get to see data, on their phones and computers, in real-time (and can use the spreadsheets for further data mining). But, sadly, the raw data entries are purged at the source after 45 days. So.. I'm looking for an efficient way to demonstrate verification of individual form entries to an auditor that doesn't require printing out all the pdfs and signing individually. All ideas are welcome! Thanks, Bill C.


Edited by BillC, 29 March 2019 - 04:05 PM.


#2 Scampi

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Posted 29 March 2019 - 07:44 PM

Can you not download the entries and sign them electronically in adobe writer?  The program isn't worth 2 cents if that the case (purging docs) and no auditor is going to accept this

 

I've switched to goCanvas. It has an actual verification step BEFORE the pdf is submitted, and reports (which is just a layout change of the record) are available until the end of time


Because we always have is never an appropriate response!


#3 BillC

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Posted 30 March 2019 - 09:01 AM

Thanks Scampi. PDFs automatically download so that is an option.  My one issue with this approach is it's a low or no value added activity for the onsite quality people (open, rubber stamp, save, repeat) since the real review happens in the email and retail-time spreadsheet data.

 

I looked at GoCanvas and seriously considered it as there are some very nice features there. If you haven't already you should ask about their "Business Insights" Excel extension. It lives in your data tab and pulls information down from your forms. 

 

Cheers,

 

 



#4 orentha

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Posted 03 April 2019 - 11:35 PM

Gocanvas works great. We have been using it for a few years now. You can create "handoffs" in the app. So, as an example, once the operator is done with metal detector checks, they "submit" or "hand it off" to QC, who can then review everything. Sign off, then do a final submission.
The auditor loves it.


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