Kill the Green Folder!

Many emerging biotech companies start operations by using paper forms to capture information. For example, warehouse personnel often log incoming materials into a paper logbook and fill out forms to record each lot and its vital information, such as vendor lot identifier and expiration date. These paper forms track the lot as it moves from quarantine to release, accumulating information as labels are printed and testing is performed. For convenience, related papers are grouped together into a folder. While paper processes are easy to create, they quickly introduce operational drag. Paperwork piles up, and specific forms become hard to find.

Digitizing the material receipt process can significantly reduce these inefficiencies. We've helped several companies make this transition. Instead of paper forms, lots are logged into the system electronically, and documents such as packing slips, Certificates of Analysis, and material safety data sheets are digitally attached. Moreover, easily configurable workflows and backlogs help move lots through structured lifecycles, ensuring that materials are not lost or forgotten.

When we began working with one customer, they used green folders to collect their paperwork. We made it the objective of the pilot project to "Kill the Green Folder!" This became a rallying cry for the project team and provided a tangible goal. We successfully digitized the entire process, making the green folders a thing of the past. Now, lot information can be found easily with a click of a button, and key performance indicators are surfaced and managed effectively.

In one instance, a critically ill patient required emergency surgery, and the team needed to pivot quickly to swap out the contents of a manufacturing suite to meet this urgent need. The digitized process allowed them to reprioritize their work queue and ensure the necessary materials were on hand in a quarter of the time compared to the paper-based process. This operational agility has rippled through their operations, enabling them to free up personnel for other tasks and increase throughput without expanding the staff.

Let 1Platform4? Manufacturing be your "Digital On-Ramp." We've helped dozens of emerging biotech companies digitize their operations. Follow us on LinkedIn at BioIT Solutions or email us at [email protected] for more information.