Welp MagazineYou probably heard the expression, “Minimize paper use.” Many experts repeat so often it may be a mantra. We’re all aware of the benefits of entering information electronically instead of writing it manually: faster, more accurate data leads to better decisions and fewer errors along the way.
It is a fact that nearly 80% of the medical devices delivered to the digital World have printed documentation. The medical devices logistics companies have been following this practice for years now, and there are many reasons for it.
Many medical device logistic companies are exploring the path to paperless in their lab. There are several ways to get there, but you can do it by following these simple steps to go paperless in the lab.
Tips to Going Paperless in the Lab
Below are some ways you can go paperless in the medical device lab.
1. Consider an Organized Record-keeping System
Record keeping is the first step to going paperless. You should update it on a timely basis, weekly or monthly, depending on the nature of your work.
If you make decals and labels for medical devices in bulk, you need less frequent updates than if you conduct research and development and produce specialized products for individual customers.
Ensure that the records contain accurate information, are easily accessible to the right person at the right time, and keep them for as long as they remain relevant.
2. Capture Data Quickly and Check Accuracy
The word “record” refers to written, printed, or otherwise recorded information (or sometimes a device that records something) about recent transactions and activities.
That implies that it should be easy for you to capture data in your record-keeping system whenever it occurs quickly. When you read the information aloud, you will correct it if it is wrong. Capturing data quickly will also help you maintain consistency across files to avoid confusion.
3. Keep Different Types of Documents Separately
Consider keeping different types of documents separately in your records system according to their nature and use, such as an inspection report, specification sheet, test procedure (for validation), packing list (for shipping), etc.
These tools have different needs and requirements; therefore, keeping them separate will make them easier to reference over time.
For example, you can keep the specification sheets for all your products or services in one place instead of scattering them throughout your record-keeping system. A better record system will also make it easy for the global logistic companies to get data from efficiently.
4. Choose a Digital System That Is Easy to Use
Choosing the right digital system is essential for lab documentation and record-keeping. It should be easy to use, allow you to access it anywhere, and ensure your data is safe from hackers or other potential risks.
Some of the most common systems on the market are e-forms, spreadsheets, paperless systems, and databases. The one you choose should depend on the nature of your work, the size of your company (and therefore its budget), and how much training time you can devote to learning a new system.
5. Determine What You Can Eliminate
Reducing paper use has many benefits, including saving you money on printer ink and paper. Start with the documents that are no longer of any value for your company, such as a printed list of obsolete services or products.
If your state requires printed certificates of origin for every order you ship to customers in that state, you can get rid of these forms by emailing the certificates of origin electronically.
6. Use Your Phone to Scan Documents Immediately
If you take photos of documents with your phone or tablet camera, you can avoid printing paper copies altogether and create digital files stored online for future reference. This method saves paper and eliminates the risk of losing paperwork through fire or theft.
Instead of having your team members walk around with stacks of paper every day, you can have them take pictures of the documents they need on their phones or tablets and send them to whoever needs access to that information.
That also allows everyone in your company to have the same information simultaneously without physically carrying it all over the place.
Are You Ready to Go Paperless?
Implement these essential tips to reduce your environmental impact while also making storing and organizing your lab documents easier. Your employees will appreciate that they can access what they need without worrying whether you have a document in storage somewhere.
