Records: Paper or Electronic

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!   

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! 

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!   

 

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! 

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. 

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 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~

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.

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.

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

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!!!

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. 

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. 

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. 

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

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.

We actually use Google docs formany things such as electronic work orders, new product requests, etc

When I was working in Low care industry, 50% was electronic ( using ipad and the program was iAuditor). It was very good and professional. Then I moved to High risk industry and my manager does not like our QA team use excel for ccp checks as how senior team can verify the electronic versions. Production records are also heavily paperworks. Our QAs are spending almost 2 hours to verify them.


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We are about 50/50 on paper versus electronic.  We are slowly moving towards "paperless" across the entire company.  However, our director of QA wants to use InfinityQS for production and quality record information.  I see some of the benefits of the software, but the main problem is no one here (including our director of QA) is very savvy with this software.  He is a beginning to maybe light intermediate user and is the most experienced / knowledgeable of the software.  Everyone else, including our IT staff, don't know jack S about it.

I'd like to attend a course for it, but he doesn't want to send me (too expensive).  Problem is...if we really push forward with this software we'll be F'd if we try to expand it.  Right now, there are a number of errors with the database and information with what we do enter (not a lot right now).

Anyone here have experience with InfinityQS?

I think half paper and half electronic is the way to go !

We are maintaining mostly in paper.

Both have some negative concern, but if it would be in electronic is most reliable & easy for retrieve.

Dear readers

I understand the load of paper work in implementation and sustaining the food safety plan. Considering the work load, i am of opinion that daily report filling, signing maxmium pages to 3 / 4 pages can be put as controlled version copy. Any other report above 3/4 pages can be consider for electronic format of documentation.

Proper handling of soft copy with proper periodic back up  of data is prerequisite for moving from document to electronic format.

i am currently implement similar scheme in two of my current clients location for GFSI standard certification.  

feel free to contact me, if case of any doubt........

have a nice day

The records that involve hourly/production related employees are all on paper. Other records that are filled in by senior management/supervisors/managers are electronic. 

Paper with some electronic. Paper is much easier to read and presented to auditors.

mostly paper but information which needs to be trended and analyzed are transferred to excel files.

the paper forms are made/printed from excel and uses formula such as vlookup where the date and lot code information are automatic when the file is opened, so the forms are printed with correct dates and lot codes daily. Less task for people filling out forms.

For Comparative & analysis the trend we  can use the electronic data.

But Mostly paper reports are valuable in inspection & auditing.

Most of the auditors recommend paper format for recording monitoring activity, if used excel or software, it is easily editable. but on paper its impossible unless u use new sheet and re-write which is not possible if ur document and record control is stringent.

For QC analysis software is fine but u need to maintain log of analysis, calculations etc in a register as a supporting data for the results entered in software.

We use only and only paper for monitoring as well as QC analysis.

Mahantesh

Hi we use a system using the devicemagic platform for training records, forms, audits, goods in, weight records and QC running on an iPad. This works well for us and automatically emails pdf version to 3 people in company and backs up to 2 servers including the cloud. .https://www.devicemagic.com/#homePage

We have been looking at Safefood 360....it is definitely worth a look. Time to step away from Excel and do some serious trending and tie everything together.

I would caution anyone who steps off into the "electronic" record keeping to give yourself a year of running both paper and electronics together. Slowly migrate areas to electronic only one at a time.

Just my two cents

We've been looking for a software for monitoring forms for us to increase efficiency, and i think seafood 360 is the answer to this.

Currently we are using papers in monitoring forms while electronic for documented procedure. My problem with paper (monitoring form) is that, i have to encode the records in monitoring form for us to analyze the result through trend analysis, which is not efficient. We tried to use excel through tablet in replacement of paper for monitoring forms, however we have issues while using this method.

I think we will look into this software.