ASCO required an Information Management System (IMS) that provided users with very simple and fast access to company procedures, giving the client tight control over change control and copyright as required. Document controllers and owners had to be flexible as there could be different users responsible for each individual procedure.
The system had to deal with version control both online and offline, and due to the geographical spread of the client, the system had to work in multiple locations in the UK and internationally. Previously procedures would be unmanaged and difficult to control as a paper based system, and when a procedure was given to a user it was an uncontrolled document, and there was no security to ensure employees were using the latest version of a procedure.
Change control, versioning and the ability to track changes wasn’t possible, these procedures existed as a Microsoft Word document that would be updated by anyone and there was no security to prevent documents being printed or sent to unauthorised people.