Controlled Document Search for a Sterile Manufacturer
PharmaceuticalsDocument Control
Finding the right SOP took ten minutes. Now it takes under one.
A sterile manufacturer's operators can now ask a question and get the answer from the current controlled document without leaving the line, including inside the cleanroom. The eQMS is still the official record.
- Organization
- Sterile manufacturer
- Industry
- Pharmaceuticals
- Team
- Document Control
- Problem
- Knowledge retrieval
The operating problem
The answer existed. Reaching it interrupted the work.
More than 500 controlled documents held the answer to most questions on the floor. Finding the right passage meant opening the eQMS, sorting through PDFs, and spending an average of ten minutes per search.
For a gowned operator in a cleanroom, leaving the line to look something up is not a quick interruption. The team needed the answer, from the current revision, where the question came up.
The answer came to the operator. The record stayed in the eQMS.
Before and after path
Before
Question on the floor
Leave the line
Open the eQMS
Sort through PDFs
Find the passage
Ten minutes per search
After
Ask in plain language
Answer from the current document
Deliver it in the app on the floor
Under one minute
Before
Ten minutes per search
- 01
Question on the floor
- 02
Leave the line
- 03
Open the eQMS
- 04
Sort through PDFs
- 05
Find the passage
After
Under one minute
- 01
Ask in plain language
- 02
Answer from the current document
- 03
Deliver it in the app on the floor
What Botable built
Ask a question. Get the answer from the current controlled document.
- 01
Ask in plain language
Operators ask the way they would ask a colleague and get an answer that cites the document it came from.
- 02
Answer from the current controlled document
Every answer comes from the controlled document set. When a document is revised in the eQMS, the answer changes with it.
- 03
Deliver it in the app on the floor
The answer shows up in the app the team already uses on the floor and in the cleanroom. No new platform to log into.
Evidence
Looking something up stopped being a reason to leave the line.
- 8,000+
- Questions answered since go-live
- <1 min
- Average retrieval, down from ten minutes
- 90%
- Employee adoption across all facilities
- 0
- Systems replaced. Built on the existing eQMS.
After go-live
When a document is revised, the answer changes with it.
More than 8,000 questions answered since go-live, every one from the current controlled revision. When document control approves a new revision in the eQMS, Botable picks it up automatically and the next answer comes from it. Nobody re-uploads or re-indexes anything. The same customer later asked Botable to add event reporting and deviation analysis on the same foundation.
Start with one gapIs the answer in your eQMS but ten minutes away?
We will bring it to the point of work and keep it current as documents change.
Start with one gap