Auto archiving systems and quality assurance documents

Hello dear community,

I have a question regarding an auto archiving system that is being implemented in our company. 

Quality documents are being treated just like any other document. For example, analysis reports for incoming raw materials will show up for anybody searching for all documents in connection with a given raw material number. I'm not sure if such documents can be sent out of the archive or just viewed. 

The goal is to have our external labs email all analysis reports to our server, which will then generate email reminders to us in the QA department to review and release. 

The company providing the software has no experience with a quality management system in the food industry and I have no idea what is right or wrong or what a company can decide to do for themselves. 

Have any of you got experience in the field? In how far should QA and QM documents remain within a passwork secured area of such a system?

Thanks in advance for you help - it is greatly appreciated  :smile: ,

Eva

They need to be read only for 99.9% of the company

A savvy computer user with a grudge could easily alter the reports

Are you getting that many reports that you need to automate?  Should the automation go one step further and only flag if the results are outside of the allowable?

How will you know you're being flagged each and every time--did you write in process that a human will audit the system X times/year to ensure it's working properly?