Electronic forms that require signature

Hello,

We have some forms that are being completed online to speed up our process (for example, our inbound inspection checklist). Some of these reports require signature upon completion. We still print the completed forms to have hard copies on file.

How can we do this with electronic forms? Should we an electronic signature or sign the printed form?

Has someone had an issue with electronic forms during SQF audits?

Thanks!

We actually use a program called RedZone for most of our paperwork to include meat receiving and inbound receipts through regulatroy documents.  The Supervisor can sign off on the open "runs"/forms and then it can be "locked" by me.  We passed this system through USDA to ensure it met what was needed.  Going paperless has been a blessing and made my job so much easier :)

Redzone — The Connected Workforce Solution (rzsoftware.com)

That would be ideal! But we can't afford a software like this yet. :(

We actually use a program called RedZone for most of our paperwork to include meat receiving and inbound receipts through regulatroy documents.  The Supervisor can sign off on the open "runs"/forms and then it can be "locked" by me.  We passed this system through USDA to ensure it met what was needed.  Going paperless has been a blessing and made my job so much easier :)

 

Redzone — The Connected Workforce Solution (rzsoftware.com)

We use iAuditor for things like GMP audits and the free version is excellent. You can add a signature box so the person can sign the phone/tablet. 

We use iAuditor for things like GMP audits and the free version is excellent. You can add a signature box so the person can sign the phone/tablet. 

Thanks for posting about this, I just joined to look at the free version.  You mentioned having people sign directly from the tablet, which would be ideal in my case, but I'm wondering if you've established a profile for each user or have people sharing?

To respond to OP:  I'm struggling with this in my plants right now.  Company used to pay for an app, doesn't want to pay for another app anymore.  We're using some MS solutions to track and notify people of some of the key data points, but right now nothing is able to replace paper forms with signatures in our processes.

Same issue here.  Owner wants to go paperless but expects it to be free.  

Thanks for posting about this, I just joined to look at the free version.  You mentioned having people sign directly from the tablet, which would be ideal in my case, but I'm wondering if you've established a profile for each user or have people sharing?

Yes, each device has a different profile. There is a limit of profiles you can have with the free version but if you have a shared tablet/phone that staff can use that is helpful. We have a shared tablet for the QA team and then some of the lead production staff use their phone. You can add a question to ask who is completing the inspection in the template. It really comes down to what devices will be used. You can also allocated actions after for any non-compliant responses. 

Definitely check it out. The paid version, from memory (previous role) was not very expensive (~AU$150/year)

We actually use a program called RedZone for most of our paperwork to include meat receiving and inbound receipts through regulatroy documents.  The Supervisor can sign off on the open "runs"/forms and then it can be "locked" by me.  We passed this system through USDA to ensure it met what was needed.  Going paperless has been a blessing and made my job so much easier :)

 

Redzone — The Connected Workforce Solution (rzsoftware.com)

I second Redzone. we use it and its a great software to have. 

We have self built our forms in SharePoint. There is a signature box to sign but we do use shared profiles. We include a box for the employee to enter in their employee ID number to identify them as the person entering the form. Some forms we have the capability for them to actually scan their badge. This has not been an issue for our SQF audit or FDA inspection.

We have self built our forms in SharePoint. There is a signature box to sign but we do use shared profiles. We include a box for the employee to enter in their employee ID number to identify them as the person entering the form. Some forms we have the capability for them to actually scan their badge. This has not been an issue for our SQF audit or FDA inspection.

I agree SharePoint + MS Flows can be a very powerful tool for forms. The learning curve is steep, but there is potential to create an interconnected system of forms/notifications that alert certain users based on form submissions. For example, QA inspections can be triggered once operators submit forms detailing equipment cleanings. Once QA submits their completed inspection forms, operators are then automatically notified of the results. SharePoint and Flows are usually included in the 365 Office suite that most companies already have.

https://docs.microso...rst-custom-form

The link above may have the information to get started with MS Sharepoint forms, if you're somewhat familiar with the basics of the app. Otherwise, I would look for free sharepoint training courses that teach the basics of creating sites/lists/libraries, and adding users. 

Sharepoint can track which users are submitting forms. Given that each user is password protected, this should be adequately secure to please auditors. You should also keep an e-signature authorization form on file for each of your staff that e-sign.

It adds a step but is a lot cheaper than RedZone.  :shades:

1) Fill out and print the form

2) Sign the form

3) PDF it and save to the appropriate place

or

1) Recreate the forms in PDF software that allows for form filling and digital signatures.

2) Fill out the form, digitally sign it

3. Save it to the appropriate place

Bottom line though is that if you are going to do electronic signatures (in the US at least) they have to be 21CFR 11 compliant.

Marshall