Document Control Software | Smart Food Safe

Digital Document Management Features

Features that make any quality and food safety management program cost-effective and audit ready.

Document Creation

Create documents with our application either with an online text editor, upload existing documents or link from corporate documents.

Document Life Cycle

Manage document life cycle with multi-stage configurable workflow, version control, and audit log features.

21 CFR Part 11 Compliant

Create, modify and maintain documents to ensure electronic document authenticity, integrity, and confidentiality as per 21 CFR Part 11.

Advanced Search

Advanced search allows users to search through documents and by the document's date or workflow status.

Global Quality & Food Safety Standards

An integrated list of global quality and food safety standards enables you to stay up-to-date with your program requirements.

Audit Readiness

Keep your program audit-ready with our task management, scheduling, workflow and audit log features.

Dashboard and Reporting

Dashboards and custom reporting enable you to monitor trends and patterns.

Data Backup and Export

Backup your program documents by exporting or downloading to PDF copies.

Efficient Document Management

Streamline file organization, accessibility, retrieval, and collaboration with our centralized document management.

Smart Features

Global Standards Selector

No matter which quality or food safety standards you follow, our standard configurator provides most global standard checklists. Whenever there are changes to the standard, we update the standard to meet the latest requirements and help you migrate your existing program.

Audit Ready

Replace your binders with Smart Doc to demonstrate audit readiness and comply with the audit requirements. Manages all documents in a centralized location for easy search and access with a time stamped audit trail as required by 21 CFR Part 11 Document Compliance. Smart Linking feature provides you with the ability to link policies, procedures, and records to relevant records and references to other modules with one click. No more searching for binders during audits, pass on the fly.

Notification

The notification capability lets you configure when and how a user needs to be notified for which actions by email, sms, or through the in-app notifications. The notification configuration can be configured to receive notifications when a document is submitted, Approved, Rejected, or Published.

Scheduling

Scheduling Capability lets you keep track of the document life cycle for review and expiry. As tasks are scheduled, they are automatically added to the assigned users built in users calendar and sent by email to be added to their email calendar. After a scheduled task is completed, the calendar gets updated with the color-coded status. Users can go back in history to review past and future tasks.

Workflow

Streamline business processes using predefined task management activities such as create, edit, delete, upload, as well as workflow stages such as review, approve, reject, and publish. Manage and monitor assigned tasks in the My Action tab of our software based on the configured workflow.

Audit, Version, and Change Log

Using a date, time, and user name stamped audit trail, our software keeps track of the historical record-keeping activities. Capture every change in the Version Change Log with the capability to log comments.

How Smart Docs Works

Transition from paper-based document management with these simple steps

1. Configure Document Structure Layout

Select the relevant quality or food safety standard from the predefined standards in the master data or establish a custom folder structure by manually creating customized folders.

2. Document Numbering

Assign unique identifiers to the documents for efficient organization, retrieval, and tracking within document management software.

3. Establish a Document Workflow

Set up customized multi-stage workflow such as Create, Edit, Delete, Approve, Reject, Publish, and Archive as per the document flow requirement.

4. Document Creation

Use the text editor to create your own document or copy and paste text from existing files, or upload or link documents and submit for the workflow process.

5. Notify Workflow User

Based on the configured users, the approver gets notified through in-app and email notifications to initiate review and approval.

6. Follow Approval Workflow

Ensure adherence to predefined workflow steps such as Approve, Review, Reject, or Publish for seamless document progression.

7. Recurring Document Review

Schedule and conduct periodic reviews of documents to ascertain document relevance and accuracy.

8. Activity Tracking

Stay audit-ready with real-time activity tracking and auditing of user actions, ensuring accountability, security, and compliance to keep the program up-to-date.

Frequently Asked Questions

A document management software is a centralized document control system which automates and streamlines document lifecycle management and keeps the program audit ready.

Migrate your existing document to digital document along with audit log, change control, reversion log, workflow and notifications features.

Document control helps reduce errors in documentation. Document control practices are an essential preventative measure for each organization to ensure only approved, current documentation is used throughout the organization, preventing accidental use of obsolete processes or procedures.

Our system has the capability to support most of the Global Food Safety schemes including SQF, BRC, IFS and FSSC.

Our system can be configurable to any quality management system.

With the built in SQF Program checklist, the entire SQF audit can be done effortlessly on our platform.

Document Control Software brings digital transparency to the document management process, allows access from anywhere in the world, streamlines the creation, modification, approval and release of documents in the organization.

Using document management software, you can easily organize paper files electronically, create more office space, as well as save time instead of wasting precious minutes looking for that paper document.

Get your existing electronic documents easily within seconds. You can either upload directly or simply copy and paste to our text editor.

Client data is stored in our secure cloud and accessible from anywhere in the world with your secure access.