ISO what is electric? App development ISO in office success

Apply the ISO standard not only helps businesses ensure high quality products, services but also enhance the ability to compete on the market. However, when managed according to traditional methods, many businesses have difficulty in the control documents, track the compliance process and maintain the effectiveness of ISO system. This is exactly the reason that ISO electron becomes an optimal solution, helps businesses automate processes, save time, enhance transparency in the management.

So ISO what is electricwhy business need to apply and how to deploy successfully? This article Lac Viet Computing will provide the detailed information practices most help businesses understand the benefits and the steps applied system ISO electronic in an efficient manner.

1. ISO what is electric?

ISO electronic (ISO e-System) is system software that supports the business in managing, implementing and maintaining ISO automatically digitized. Instead of having to implement quality management based on paper or Excel file manually, ISO electronic help businesses organize, track, process control ISO on the online platform, ensure the accurate, transparent and easy to comply with regulations.

Compare ISO-electronic with system ISO tradition

For example, in a manufacturing enterprise to apply ISO 9001 (quality management system quality), record and archive the reports of the internal evaluation according to traditional methods can take hours. With ISO systems electronics, all this process is automated, the report is created right on the software, can access anytime, anywhere.

ISO electronic is a solution to help businesses save time, reduce operating costs, ensure compliance with the standards correctly.

2. Why business need apply ISO electronic?

2.1 common condition of the business when implementing ISO in the traditional way

Many businesses, especially small and medium enterprises have trouble deployment, maintenance management system, ISO according to traditional methods. Some common problems include:

• Document management complex: record ISO often must be stored in paper or Excel file disjointed, difficult to control, prone to flaws.
• Take a lot of time, manpower: The checkout process assessment ISO is usually done manually, wasting time.
• Lack of consistency in compliance: Businesses difficult to ensure that all parts are properly implemented ISO process, leading to compliance is not synchronized.

For example, a business application of ISO 14001 (environmental management system, school) may have difficulty in tracking, storing updated data about the environmental impact of the company. If only using Excel to enter data manually, businesses can face risks, errors, loss of important data.

2.2 The difficulty in maintaining compliance with ISO

Even if the business has achieved certification of ISO, maintenance management system, quality over time is still a big challenge:

• Difficulties in updating the new rules: The ISO can be changed, if no timely update, business risk does not meet the new requirements.
• Expensive cost of training: new Employees should be trained on the process ISO, costly, both in terms of time and cost.
• Periodic reviews take a lot of time: The internal audit reviews of the Tuesday may stretch due to the collection of documents, reported delay.

2.3 The need of technology in the automation, optimization processes comply with ISO

ISO electronic help solve radical problems on thanks to the support of technology. The benefit highlights include:

• Process automation: the System software can update automatically, to store, retrieve documents, reduce paper craft.
• Improve the ability to monitor: Businesses can track the status of compliance with ISO in real time, detect errors, fix immediately.
• Cost savings, increased performance: minimize personnel costs, duration of work, the risk of errors.

3. The ISO can apply ISO electronic

3.1. ISO 9001: quality management System quality

ISO 9001 is the international standard on quality management (QMS) helps businesses ensure products and services meet the requirements of customers and the related regulations.

ISO application electronically in ISO 9001

• Digitization process quality: Instead of managing the documents ISO 9001 by paper records or Excel, ISO, electronic business, store, retrieve, update the data online in an easy way.
• Automate internal evaluation: the System can schedule, announcements and support the implementation of internal assessment without tracking manually. Reports are generated automatically, helping businesses timely detection, improved inappropriate.
• Integrated approval process: All documents, forms, instructions in system ISO 9001 can be approved online, save time, reduce risk misplaced records.

3.2. ISO 14001: environmental management System market

ISO 14001 is the standard to help businesses manage the impact of production activities and business to the environment, from which comply with the regulations on environmental protection, sustainable development.

ISO application electronically in ISO 14001

• Monitoring environmental compliance: ISO System electronic help businesses keep track of the resource consumption (water, electricity, fuel), emissions and waste generated. When the index exceeds the threshold, the system will automatically alert to business promptly adjusted.
• Integrated automatic reports: Instead of collecting data manually, ISO electronic can aggregate data from multiple parts, automatically generate compliance reports according to the requirements of authorities.
• Process management waste processing: the System helps businesses process control, waste management, from collection and sorting to shipping, handling as specified.

3.3. ISO 27001: System safety management information

ISO 27001 is the standard to help businesses protect important information from the threats such as data leakage, network attack or unauthorized access.

ISO application electronically in ISO 27001

• Digitize and document security, ISO 27001: ISO System allows electronic store important documents on the cloud platform with strong encryption, ensuring that only authorized personnel can access.
• Auto access control: The user rights according to role, limiting the risk of employees not related can view or edit important information.
• Support monitoring violation warning: When signs of unauthorized access or abnormal changes in the system, ISO electronic will send alerts immediately to business handled promptly.

3.4. ISO 45001: System safety management, occupational health

ISO 45001 helps businesses build work environments safe, minimize the risk of accidents, labour, protect the health of employees.

ISO application electronically in ISO 45001

• Track risks of labor: ISO System allows electronic business recognition, data analysis, occupational accident, from that given preventive measures effective.
• Incident reports automatically: When an incident occurs, the system can automatically record information, notification to the relevant department, the proposed solution processing.
• Warning risk of timely: If the current working condition is not secure (for example, workers do not wear protective gear), the system can send alerts to staff to make adjustments immediately.

4. The important feature of the ISO system electronic

A system ISO electronic efficiently helps business automate compliance with ISO standards bring transparency, save time, optimize management. Here are the important features to help businesses operating system of quality management in an effective way.

4.1. Document management, process automation

Problems entrepreneurs encounter: In the management system ISO tradition, businesses often have to storage, handling large number of documents, such as operating procedures, record reviews, internal quality report. The search updates, share these materials is time-consuming, easily lead to errors.

Solution of ISO-mail:

• Digitized whole document ISO on the system: the Enterprise can upload, store and retrieve documents online instead of using hard-copy or Excel file discrete.
• Automatically updates when there are changes: When there are adjustments in process or update ISO standard, the system will automatically recorded, notified to the relevant user.
• Integrated function smart search: allows To search documents quickly by keyword, type of material or person in charge.

Practical benefits: With ISO system, electronic businesses no longer have to worry about misplaced documents or take time to check the validity of the latest version. Finding information retrieval becomes more quickly, reduce errors, improve management efficiency.

4.2. Control of access

Problems entrepreneurs encounter: When using the system management ISO craft, business difficult to control who has access and edit important documents. This can lead to the abuse of rights, edit, wrong or leakage of internal information.

Solution of ISO-mail:

• Decentralized access according to the role: Only the authorized person can view, edit, or approve the document as prescribed ISO.
• Record history access, edit: All actions on the document are saved, which help ensure transparency, easily check when you need it.
• Set the security level for each user group: for Example, department A can only view documents related to the production process, while department B has the right to edit documents on the assessment of quality.

Practical benefits: The access control to help businesses minimize the risk of errors, ensure the security of the management system ISO, at the same time help to prosecution if there is a violation occurs.

4.3. Automation testing internal evaluation

Business issues to: the process of checking the internal assessment is a mandatory requirement in any system ISO. However, if done manually, the business may have difficulty in scheduling, progress tracking, synthesis report.

Solution of ISO-mail:

• Schedule test automatic: the System will automatically remind, schedule a test according to regulations of each ISO standard.
• Support the assessment process: Offer sample report form test to help businesses easily perform internal reviews.
• Create analysis reports automatically: the end of the assessment, the system will sum up the results give detailed analysis about the level of compliance, the points to improve.

Practical benefits: process automation reviews to help businesses save time, reduce pressure for team quality control, ensuring all activities are compliant according to ISO standard.

4.4. Reminder alert compliance

Problems entrepreneurs encounter: During operation, businesses often have to update the document, perform the audits, and ensure the correct term, but easy to forget or overlook.

Solution of ISO-mail:

• Automatically send a notification when the document is about to expire or need updates.
• Remind staff made the process important: If there are steps to check, or any action to be taken, the system will remind the person in charge.
• Set up alerts when there are risks: If the business does not perform the check correctly specified ISO or there are errors in operation, the system will alert to make timely adjustments.

Practical benefits: Thanks to this feature, the business is always proactive in maintaining ISO system, avoid violating the standard, reducing the risk of fines when there are unscheduled inspection from outside.

4.5. Data analysis, reporting compliance

Problems entrepreneurs encounter: One of the great challenges of business when applying ISO is how to efficiently track, assess the level of compliance of the organization correctly.

Solution of ISO-mail:

• Synthetic data ISO real-time: the System automatically gather, analyze data from the related department.
• Create a report reviews details: Provides important indicators of the level of compliance with ISO, helps businesses easily track.
• Decision support: Thanks to data analysis, leadership can assess the condition system, ISO, flaw detection to bring out improvement plan timely.

This feature helps enterprises to closely monitor implementation of ISO, have more comprehensive perspective on the operational efficiency, thereby optimizing processes, increasing the ability to compete.

5. Practical benefits when applied ISO electronic for business

Deployment system ISO electronic help enterprises simplify the process comply with standards ISO brings the practical value in the operation, management and development. Here are the specific benefits that the business will get when ISO application electronically.

5.1. Save time and operating costs

In ISO management model of traditional business to handle the large amount of paperwork, documentation, ISO, perform the process manually which causes loss of time, consuming significant resources.

Solution of ISO-mail:

• Remove process papers frills: all ISO documents are digitized, centralized management system to help businesses easily access information without having to search manually.
• Reduce staffing costs thanks to automation: Lot of manual work such as checking compliance schedule evaluation or synthesis reports are system performs automatic pressure relief for employees, saving personnel costs.
• Optimal working process: The approval process, evaluation, inspection is done quickly, without interruption due to misplaced documents or wait handle manually.

A manufacturing enterprise ago, this takes about 3-5 days to prepare the profile reviews of ISO 9001 in the traditional way. When applying ISO electronic, this time reduced to a few hours thanks to the automation of the synthesis report data. This helps the business to focus more on core activities that still ensure compliance with ISO.

5.2. Increase accuracy, compliance regulations

In the process of ISO management by manual methods, human error is inevitable. Data-entry mistake, use the document outdated or make the process non-uniformity can lead to violation of the standard, affect corporate reputation.

Solution of ISO-mail:

• Avoid errors due to input errors crafts: the System automatically store, update, and test data ISO, minimizing entered incorrectly or using old material.
• Ensure consistency in the process: All employees, departments are working based on a single system, to avoid the implementation process is not homogeneous between the parts.
• Integrated warning mechanism reminder: When documents need updating or have new ISO standards are issued, the system will send automatic notification to business promptly adjusted.

In the field of food, pharmaceutical products, where standards ISO 22000 and ISO 13485 play an important role, ISO electronic help businesses maintain a high level of compliance by monitoring continuously the requirements of quality, safe products. This not only helps avoid violations but also enhance the trust from customers, regulatory agencies.

5.3. Enhanced ability to manage monitoring

One of the biggest challenges of business is how to monitor the implementation of ISO across the organization in an effective way. If there is no tool support, progress monitoring, detection of errors, improve the process becomes difficult.

Solution of ISO-mail:

• Monitoring process remote: the System allows managers to track activity comply with ISO of each of the departments in any where through online platform.
• Performance reports automatically: Businesses can access the detailed report about the level of compliance with ISO in different points in time, helps to easily evaluate effective quality management.
• Performance management in each department: the System helps to track the work performance of each group, the division in compliance with the ISO process, thereby determining the points that need improvement.

A logistics company applies ISO-electronic to management standard ISO 45001 on occupational safety. Previously, track compliance status at multiple warehouse and shipping center is a big challenge. However, with system ISO electronic, businesses can remote monitoring, early detection of safety issues, timely adjustment, significantly reducing occupational accidents.

5.4. Enhance the competitiveness of business

Compliance with the ISO standards are important factors in building prestigious and competitive in the market. If the business can not meet the international standards in a flexible way to quickly and cooperation opportunities with customers, partners will be affected.

Solution of ISO-mail:

• Respond quickly to the request of customers/partners: When customer requires ISO certification or compliance reports, businesses can quickly provide data transparency thanks to the electronic system.
• Build trust with investors: The application of ISO electronic shows business management system professional can risk control, compliance with international standards, from which attract interest from investors.
• Enhance brand value: A business application of ISO electronic not only demonstrates the commitment to quality but also demonstrated the ability to operate flexibly and optimally, create big advantage in the bidding, international cooperation.

6. How to implement ISO electronic in business

Switch from management system ISO traditional to electronic requires a strategy post-deployment to ensure the effectiveness and sustainability. Here are the important steps to help businesses successfully deployed.

Step 1. Needs assessment and selection system ISO electronic suit

Many businesses when starting the transition to ISO electronics often have difficulty in determining the right system. Some businesses choose software based on price instead of features, leading to deploy not effective or does not meet the actual needs.

Determine the business need to digitize ISO how: Every business has various peculiarities, so should specify the deployment target is to management standards ISO 9001 (quality), ISO 14001 (environment), ISO 27001 (information security) ISO 45001 (occupational safety).

The criteria to consider when choosing software ISO electronic:

• Ease of use: intuitive interface, friendly, easy for employees at all levels to use.
• Automation capabilities: the System should have the function of automatic update document, reminders compliance assessment report internal.
• Integration with existing system: Should choose software that has the ability to integrate with other management system as ERP, CRM to optimize data.
• Confidentiality: Ensure data ISO is stored securely, access subdivisions, apparently to avoid the risk of information leakage.

Step 2. Training staff to use the system

One of the biggest barriers when implementing ISO electronic staff is not familiar with the new system, leads to the inefficient use or even resistance to the change. The training helps employees quickly adapt to the new system, reduce errors and improve work performance.

• Organization guide staff on how to operate the system: Provide training sessions in person or online to help employees understand how to use the system. Need detailed instructions on how to search documents, performance evaluation ISO, track adherence progress.
• Ensure the entire department can use fluent: The training should not be limited only in the quality management department, which needs to expand to other departments as relevant as personnel, production, commissioning to ensure the coordination.
• Construction materials manual: document Creation guide, visual, there are illustrative examples practical to staff easy reference when needed.

Step 3. Integrated ISO electronic on operating procedures

Many businesses deploy ISO electronic, but not in sync with the existing process, which leads to the system used only a part, do not bring the desired effect.

Sync system ISO-electronic with management software business (ERP, CRM...):
When ISO-electronic is integrated with other systems, businesses can automate many processes, such as quality control in manufacturing, risk assessment in environmental management or control of occupational safety.

Build an implementation plan in stages:

• Stage 1: Apply for a department or an ISO specific to the test.
• Phase 2: expansion deployed across the entire organization when was the optimal process.
• Stage 3: evaluate the effect, tweak the system to ensure stable operation.

Set up the reporting process automatically: Instead of synthetic data, ISO system electronics can automatically generate reports periodically to help businesses easily monitor the level of compliance.

Step 4. Evaluation and continuous improvement

After implementing ISO electronic, many businesses do not continue to optimize the system, leads to the inefficient use of, miss the opportunities for improvement. Therefore, we should:

Regularly update the data and processes in the system: When there is a change in regulations ISO or internal processes, businesses need to update on the system to ensure staff always work according to the latest documents.

Collect feedback from users to optimize performance:

• Periodic surveys to capture the difficulty of staff in the use of the system.
• Adjustable interface, features, if necessary, to help the system become more friendly.

Track reports and suggestions for improvement: System ISO number can provide data on the level of compliance, performance of work of each department. Based on this data, businesses can take out the strategy improved fit.

Switch from management system ISO tradition to ISO electronic help enterprises simplify the process of compliance, brings the obvious benefits of performance, cost, and competitiveness. If your business is looking for a solution ISO electronic effect, let's start today to optimized quality management and ensure compliance with ISO in an easier way. Contact right Contact to get advice deploy ISO electronic for business!