Document Management Software for the Right Information at the Right Time

Overview

Managing and Enforcing SOP's Across Your Business

Pilgrim Software’s Document Management solution is a web-based solution that helps you cost-effectively create, store, control, manage and share critical documents and best practices throughout your entire enterprise. This enterprise class solution integrates document management into your value chain – ensuring fast, secure access to critical documents. Document Management provides creation, versioning, approval, change control, training and periodic review processes in a single tool, providing a solid document management framework to meet industry and regulatory requirements.

Key Capabilities

Pilgrim Document Management – Key Capabilities

Enforce SOP Training

Pilgrim Document Management system goes beyond traditional document management by enforcing employee and manager responsibility. When new documents and SOPs are issued, employees must electronically sign off to acknowledge that they have read the new information. Managers must then sign off to provide assurance that their employees understand and follow company procedures.

Enhanced Productivity

Pilgrim Document Management system eliminates silos of disconnected information to create a collaborative environment where knowledge can be shared easily. By connecting people, processes and data, SmartDoc helps you improve organizational effectiveness, agility and competitiveness. A wide-range of search options makes finding the right document fast and simple. Document Management's Things-to-Do list (portal page), along with email notification, helps employees keep track of work items and newly published documents. This helps you reduce non-value added time required to create, manage and find documents.

Accelerated Document Review Cycles

Pilgrim Document Management system helps you quickly put documents to use in your organization. Document templates and automated workflows shorten the time it takes to create documents, route them for approval and make revisions. When bottlenecks occur, Document Management's escalation capabilities re-direct work to ensure that tasks are completed on time.

In addition, SmartDoc's document collaboration tool assists document owners and reviewers in collaborating on Microsoft Office documents in SmartDoc during the document review process where all changes are saved directly in the database.

Manage Change

With document review schedules, review workflows and change notification capabilities, Pilgrim Document Management system ensures that the most accurate, up-to-date information is available on demand. This helps you to enforce SOPs by providing employees with instant access to the latest revisions.

Regulatory Requirements and Validation

With role-based document securities, powerful password authentication, a complete audit trail and an easy,
automated validation process, Pilgrim Document Management system helps you facilitate compliance with requirements for electronic signature, electronic records and software validation such as 21 CFR Part 11 from the FDA. SmartDoc meets internal and industry standards and regulatory requirements including FDA, cGxP, ISO 9000, ISO 13485, ISO 14000, ISO 14971, Sarbanes-Oxley sections 404 and 302, EU directives, International Health Ministries and others.

Visibility Throughout Your Value Chain

Pilgrim Document Management system provides powerful, customizable reporting capabilities. You can easily create critical reports such as approval cycle times, time-to-close-out on changes, and master document reports to help you align to company KPIs and monitor the progress and status of your documents.

"By centralizing critical documents, we have gained enhanced visibility and collaboration between sites,
allowing this organization to quickly identify and resolve discrepancies to continuously
ensure the integrity of our blood products."

Integrated Compliance Platform

Pilgrim Document Management system is a fully-integrated part of the Pilgrim’s Enterprise Risk, Compliance and Quality Management Platform. Pilgrim’s Enterprise software platform provide an enterprise–wide solution for managing corrective and preventive actions, complaint handling, internal and external assessments, document control, SOP enforcement, employee certification and training, equipment/calibration and supplier quality management. This powerful solution enables you to manage quality and compliance across your entire business, helping you meet regulatory requirements, increase efficiency and reduce costs.

Features & Benefits

Capabilities	Benefits
SOP Enforcement and Management
Policy Management	Enforce corporate standards by enabling sites to inherit corporate policies and workflows.
Employee Sign-off on Documents	Ensure that employees read and acknowledge new and revised documents and SOPs.
Manager Sign-off on Employee Training	Ensure that employees understand the latest policies and procedures.
Accelerated Processes
Document Templates	Eliminate manual data entry with pre-defined values for a specific type of document.
Review & Approval Models	Establish enterprise-wide models for document review and approval to promote consistency.
Electronic Approval	Track training costs on an individual and per class basis to facilitate ROI.
E-mail Notification	Provide immediate notification about document releases and work items.
Escalation	Eliminate bottlenecks by automatically elevating incomplete tasks.
Collaboration	Ensures a secure, structured and controlled review environment.
Productivity Improvements
Automatic PDF Rendering	Reduce file sizes and eliminate the need for native applications on every desktop.
Document Search	Rapidly find the documents you need using a variety of search capabilities.
Cross Referencing	Gain instant access to related documents and procedures.
Things-to-Do List	Keep your entire organization up-to-date on tasks and work items needing attention.
Recent Documents	Gain fast access to documents you use on a frequent basis.
Manage Change
Check-in/Check-out	Preserve document integrity by allowing only one authorized user at a time to revise documents.
Document Review Cycle	Schedule regular document reviews to keep information accurate and current.
Revision Tracking	Track changes made to documents over time and obsolete out-of-date materials.
Change Orders	Reduce processing time by managing multiple change requests with a single change order.
Retention and Expiration	Ensure that information is always accurate and current by setting up retention and expiration rules.
Policy Management	Enforce corporate standards by enabling sites to inherit corporate policies and workflows.
Employee Sign-off on Documents	Ensure that employees read and acknowledge new and revised documents and SOPs.
Manager Sign-off on Employee Training	Ensure that employees understand the latest policies and procedures.