Software for a quality system, advantages and disadvantages

Software quality system, why and what are the advantages and disadvantages. Applying software to set up and maintain your quality system is a different approach. Therefore, first map out the advantages and disadvantages of the different quality systems. You want to improve the quality system in the organization and you are looking for a good solution. How to apply software and then which software. Can the advantages and disadvantages be compared and what should I pay attention to. In short, a checklist. The same applies to an occupational health and safety system, safety system or an integrated QESH system. You want the right software tooling: a digital management system with the right functions, which everyone can work with comfortably and which can be quickly adapted in a social way . After all, the employees in an organization determine the success of a quality system. 
But there are already so many solutions to compare. That's why I put everything in a row, to check your own ideas.
 

Software quality system 'fit for purpose'

Broadly speaking, there are 5 types of software products for a (digital) quality system / QMS / management system:

• Everything in Word, Excel or Visio 
  Simple and all in all. The big 'but' is that it is very maintenance-intensive and documents are difficult to find. There is a risk that the structure will become unclear over time due to the different insights of the different employees (move, copy, adjust). This is certainly a point of attention if the organization is larger or growing rapidly. Version management, distribution and any read confirmation are not even taken into account.
   
• PDFs in the cloud
  A cloud solution is possible with OneDrive, Google Drive or Dropbox. Accessible from anywhere and the folder structure can be set up according to the standard or the processes in place. This provides an overview, but is not an advanced navigation strategy. With the PDF, the reader has a 'frozen' version. However, the author must make a new version of a pdf. Authorization is a point of attention. Furthermore, they remain separate files, without direct coherence and difficult to search.
   
• Sharepoint, Teams
  The Microsoft solution, which is immediately available 'for free'. The IT department has already set it up. Sharepoint can do a lot a little. But as soon as you want something more (clear authorization, quality-oriented coherence, risk process), the consultants will come by... And for a (few) hours of consultant, you will soon have a 'dedicated' quality system for a month / months .
   
• Wiki environment, intranet
  A big advantage of the wiki environments is that they are easy to refer to. Everything can be systematically expanded and many people can work on it. Points of attention are the formal approval of documents and the implementation of specific processes such as risk management.
   
• 'Dedicated' quality system
  With a 'dedicated' quality system such as the Metaware management system platform , you immediately gain knowledge about quality management. Version management, navigation, mapping, process information about the management is immediately taken care of. The risk management process can be integrated directly. Sample documents can be made available at the beginning of the project and adapted to one's own situation in the course of the project according to the existing assessment and authorisation mechanism. The dedicated management system is the platform that enables fast and effective project implementation.

It's a cost/benefit trade-off, but a 'dedicated' quality system like Proware can be used quickly.  (Just for fun, put this management system online in 60 seconds as a test ....)

Everything there and more ..

On the software side, developments are perhaps even faster than in certification land: mobile working, social quality systems, straight out of the cloud. Quite different from the collection of separate documents with process descriptions, procedures, instructions and forms. Printed and bundled inthe book in the cupboard of every department manager.... A digital (quality) management system can do so much more, apart from the various 'ISO standards'. Take a look at the Metaware concept.

An overview of 'standard' functionalities of a 'dedicated' management system:

Set up the Metaware platform , software tool for quality management, in 60 seconds. And spot the differences...
Immediate action ? With our colleagues from Meta-audit.nl , we deliver with one annual subscription of the management system platform (min. Proware + Infoware Bronze) certifiable example documentation (ISO9001/27001/NEN7510) included.