Google Docs & QbDVision: A simple sway to generate controlled documents

For many small companies, controlled document management is very challenging and a huge time sink as people create drafts, cycle them around with edits, convert them to PDFs, and cycle them around again for final review and approval. Even when using an eQMS designed specifically for controlled document management, it is unsurprisingly common to use Microsoft Word for managing drafts. Many eQMSs offer “check-in/check-out” features to manage these drafts. Teams draft, redline, and merge versions together in a complicated process. Any new or growing biotech startup would be hard-pressed to take up this practice.

Is there a better way?

In this post, we explain how we use Google Docs in our workflow for creating and managing controlled documents. This is the agile process we use internally here at CherryCircle Software. And it has made our lives a lot simpler.

It is our view that for drafting and editing documents in collaboration with colleagues, cloud-based, document creation and editing software solutions, like Google Docs, are better than desktop-based solutions. While some features are limited (e.g. graphic design and advanced formatting capabilities), the collaborative aspects are unmatched and critical to a more modern, more efficient workflow. Moving away from “check-in/out” systems is key to making document flow more efficient. Back in the day people used to walk across the office or simply yell across the office “hey, do you really have this checked out” (or is it a false lock) or “Marty, finish your review so I can work on it”. This is not efficient for companies of any size, especially if they are virtual.

Key Takeaways:

Given the strength of Google Docs capabilities for drafting, tracking changes, collaboration (including simultaneous collaboration!), and file versioning Microsoft Word is no longer needed.

Think about versions differently in the cloud. You only need one Google Doc file for each document; no separate files for each version. Manage each draft/version using the Named Versions feature of Google Docs.

Review as much as you can in Google Docs. Use track changes in early reviews, and version “diffs” in later reviews. Use QbDVision to finish the rest.

The Basics

First things first, let’s clarify: we use Google Docs for drafting and collaborating on our controlled documents. Our final, approved controlled documents are PDFs, not Google Docs. Those PDFs go into QbDVision, which is used for final reviews, approvals, staff distribution and access (document repository & training), and archiving previously approved versions. So, Google Docs is only for drafting, reviewing, and collaboratively editing while QbDVision is the system of record.

A draft document is created by the originator in Google Docs before inviting collaborators.

The Document Itself

Each document that is approved and controlled in the QbDVision eQMS has an equivalent Google Docs “file”. Only one Google Doc per controlled document exists. So, “SOP-0001 – Training v2” and its predecessor “SOP-0001 – Training v1” have one and only one Google Doc. There is a document mirror, meaning there is one Google Doc for each document; no separate files for each version.

So how do we track versions?

We use the Named Version feature in Google Docs versioning to manage versions. Every time we finalize a new version, we name it with the version number we’re about to approve.

After approval, our named versions precisely match our approved versions. This step takes a little bit of diligence as you’re doing final reviews to make sure it’s accurate (said differently, that you have indeed named the version that includes the very last change).

A significant benefit is the simplicity of comparing what’s changed between versions. With named versions, you can quickly see aggregate changes between versions. You can review line-by-line edits. Google Docs keeps them all together in one place. If you’re using a system based on multiple Word documents, at the end of a review period, when trying to review with track changes and comments across document merges, the process gets complicated.

To reiterate: the 1-1 file mapping across all versions is critical. In our experience, this takes time, diligence, and training to maintain. Usually, when we onboard someone new into our process, there is a natural tendency to want to create a new file for each version. People commonly try to create a “new copy” and start making changes there. Old habits die hard.

Managing Your Drafts

We keep all our draft documents protected in one folder on Google Drive, aptly named “Drafts”. This folder is protected from the rest of the organization using Drive’s permissions.

Inside our drafts folder, there are folders for each document type (e.g. SOPs, Policies). Here it is possible to limit access to each draft by folder/type, e.g., to Quality personnel only. As input from an author or a Subject Matter Expert is received, we invite them into the document to make edits. Access is removed after the final review is done.

We name our documents with the current draft version (ex. SOP-001 Document Control-v3).

Drafting and Collaborative Review Process

While working on a draft, we ask authors to make changes with Suggestion Mode (track changes for you Word folks) enabled. When an author has drafted their amendments, they share it with the broader team of reviewers. We use our internal chat system to broadcast updates and reviews.

Reviewers can enter the document and provide feedback in the form of comments or further corrections in the form of edits under the “Suggesting” mode of review.

Once a first review is completed, the author can accept or reject suggested changes as applicable. It is not uncommon for the last reviewer to also accept changes. We then all give it a final read. While we’re going to review it one more time in QbDVision, it’s important to note that this final Google Docs read is a thorough review. Quality, SMEs, prior authors (where necessary), etc. all get involved.

Approval Process

Once we’re ready to approve, we populate the version history section in the text of our documents. One special note here, since QbDVision automatically assigns and manages the approval date: we use a date value of “Current as Signed” in the version history section of the document. In Google Docs, we make a new Named Version. Then, we export the document from Google Docs as a PDF and upload it as a new draft in QbDVision.

The proposer assigns reviewers in QbDVision with a comment about the changed/new document. Each reviewer will receive a notification and login to QbDVision where they can review it one final time within QbDVision (no download required). Once each user completes their review, they can approve the document using QbDVision’s 21 CFR 11 compliant electronic signature. After everyone signs, we’re done! We have a new controlled document.

We usually don’t get any rejections in QbDVision because we pre-review in Google Docs. But it does sometimes happen. In that case, we move back to our drafting process as described above.

One bonus if you’re using QbDVision’s new training functionality is that the controlled document will now automatically go out for training. There is no need to do anything special – this happens automatically upon approval. Isn’t automation great?

Other Considerations

Finally, a couple of other practical items to keep in mind:

  • There is no need for a signature page. QbDVision will insert its own at the end when the document is approved. Therefore, signature pages should be removed from your controlled document template.
  • In QbDVision’s Documents module, use the “Original Documents” section to link your Google Doc. This makes it simple for finding the document on Drive when you need to revise the document in the future.
  • We use a separate process to manage the change requests for the document changes themselves, as applicable. The above guidance should work with any system.

That’s it! Got questions or want to hear more? Contact us and we’d be happy to chat!

Diana Bowley

Associate Director, Data & Digital Strategy, AbbVie

Diana is the Associate Director, Data & Digital Strategy in S&T-Biologics Development and Launch leading the organization’s Digital Transformation since October 2021. She joined AbbVie in 2012 in the R&D-Discovery Biologics group focused on antibody and multi-specific protein screening and engineering, leading multiple programs to the cell line development stage. In 2017 she joined Information Research and led a team of IT professionals who supported AbbVie’s Discovery Scientists in Biotherapeutics, Chemistry, Immunology and Neuroscience. She has a PhD in Molecular Biology from The Scripps Research Institute and Bachelor of Science in Chemistry from The University of Northern Iowa.

Robert Dimitri, M.S., M.B.A.

Director Digital Quality Systems, Thermo Fisher Scientific

Robert Dimitri is a Director of Digital Quality Systems in Thermofisher’s Pharma Services Group. Previously he was a Digital Transformation and Innovation Lead in Takeda’s Business Excellence for the Biologics Operating Unit while leading Digital and Data Sciences groups in Manufacturing Sciences at Takeda’s Massachusetts Biologics Site.

Devendra Deshmukh

Global Head, Digital Science Business Operations, Thermo Fisher Scientific

Devendra Deshmukh currently leads Global Business Operations for Digital Science Solutions at Thermo Fisher Scientific. In this role he oversees operations broadly for the business across its product portfolio and leads the global professional services, technical support, and product education teams.

Grant Henderson

Sr. Dir. Manufacturing Science and Technology, VernalBio

Grant Henderson is the Senior Director of Manufacturing Science and Technology at Vernal Biosciences. He has years of expertise in pharmaceutical manufacturing process development/characterization, advanced design of experiments, and principles of operational excellence.

Ryan Nielsen

Life Sciences Global Sales Director, Rockwell Automation

Ryan Nielsen is the Life Sciences Global Sales Director at Rockwell Automation. He has over 17 years of industry experience and a passion for collaboration in solving complex problems and adding value to the life sciences space.

Shameek Ray

Head of Quality Manufacturing Informatics, Zifo

Shameek Ray is the Head of Quality Manufacturing Informatics and Zifo and has extensive experience in implementing laboratory informatics and automation for life sciences, forensics, consumer goods, chemicals, food and beverage, and crop science industries. With his background in services, consulting, and product management, he has helped numerous labs embark on their digital transformation journey.

Max Peterson​

Lab Data Automation Practice Manager, Zifo

Max Petersen is the Lab Data Automation Practice Manager at Zifo responsible for developing strategy for their Lab Data Automation Solution (LDAS) offerings. He has over 20 years of experience in informatics and simulation technologies in life sciences, chemicals, and materials applications.

Michael Stapleton

Board Director, QbDVision

Michael Stapleton is a life sciences leader with success spanning leadership roles in software, consumables, instruments, services, consulting, and pharmaceuticals. He is a constant innovator, optimist, influencer, and digital thought leader identifying the next strategic challenge in life sciences, executing and operationalizing on high impact strategic plans to drive growth.

Matthew Schulze

Head of Digital Pioneering Medicines & Regulatory Systems, Flagship Pioneering

Matt Schulze is currently leading Digital for Pioneering Medicines which is focused on conceiving and developing a unique portfolio of life-changing treatments for patients by leveraging the innovative scientific platforms and technologies within the ecosystem of Flagship Pioneering companies.

Daniel R. Matlis

Founder and President, Axendia

Daniel R. Matlis is the Founder and President of Axendia, an analyst firm providing trusted advice to life science executives on business, technology, and regulatory issues. He has three decades of industry experience spanning all life science and is an active contributor to FDA’s Case for Quality Initiative. Dan is also a member of the FDA’s advisory council on modeling, simulation, and in-silico clinical trials and co-chaired the Product Quality Outcomes Analytics initiative with agency officials.

Kir Henrici

CEO, The Henrici Group

Kir is a life science consultant working domestically and internationally for over 12 years in support of quality and compliance for pharma and biotech. Her deep belief in adopting digital technology and data analytics as the foundation for business excellence and life science innovation has made her a key member of PDA and ISPE – she currently serves on the PDA Regulatory Affairs/Quality Advisory Board

Oliver Hesse

VP & Head of Biotech Data Science & Digitalization, Bayer Pharmaceuticals

Oliver Hesse is the current VP & Head of Biotech Data Science & Digitalization for Bayer, based in Berkeley, California. He has a degree in Biotechnology from TU Berlin and started his career in a Biotech start-up in Germany before joining Bayer in 2008 to work on automation, digitalization, and the application of data science in the biopharmaceutical industry.

John Maguire

Director of Manufacturing Sciences, Sanofi mRNA Center of Excellence

With over 18 years of process engineering experience, John is an expert in the application of process engineering and operational technology in support of the production of life science therapeutics. His work includes plant capability analysis, functional specification development, and the start-up of drug substance manufacturing facilities in Ireland and the United States.

Chris Kopinski

Business Development Executive, Life Sciences and Healthcare at AWS

As a Business Development Executive at Amazon Web Services, Chris leads teams focused on tackling customer problems through digital transformation. This experience includes leading business process intelligence and data science programs within the global technology organizations and improving outcomes through data-driven development practices.

Tim Adkins

Digital Life Science Operations, ZÆTHER

Tim Adkins is a Director of Digital Life Sciences Operations at ZÆTHER, serving the life science industry by assisting companies reach their desired business outcomes through digital IT/OT solutions. He has 30 years of industry experience as an IT/OT leader in global operational improvements and support, manufacturing system design, and implementation programs.

Blake Hotz

Manufacturing Sciences Data Manager, Sanofi

At Sanofi’s mRNA Center of Excellence, Blake Hotz focuses on developing data ingestion and cleaning workflows using digital tools. He has over 5 years of experience in biotech and holds degrees in Chemical Engineering (B.S.) and Biomedical Engineering (M.S.) from Tufts University.

Anthony DeBiase

Offering Manager, Rockwell Automation

Anthony has over 14 years of experience in the life science industry focusing on process development, operational technology (OT) implementation, technology transfer, CMC and cGMP manufacturing in biologics, cell therapies, and regenerative medicine.

Andy Zheng

Data Solution Architect, ZÆTHER

Andy Zheng is a Data Solution Architect at ZÆTHER who strives to grow and develop cutting-edge solutions in industrial automation and life science. His years of experience within the software automation field focused on bringing innovative solutions to customers which improve process efficiency.

Sue Plant

Phorum Director, Regulatory CMC, Biophorum

Sue Plant is the Phorum Director of Regulatory CMC at BioPhorum, a leading network of biopharmaceutical organizations that aims to connect, collaborate, and accelerate innovation. With over 20 years of experience in life sciences, regulatory, and technology, she focuses on improving access to medicines through innovation in the regulatory ecosystem.

Yash Sabharwal​

President & CEO, QbDVision

Yash Sabharwal is an accomplished inventor, entrepreneur, and executive specializing in the funding and growth of early-stage technology companies focused on life science applications. He has started 3 companies and successfully exited his last two, bringing a wealth of strategic and tactical experience to the team.

Joschka Buyel

Senior MSAT Scientist at Viralgen, Process and Knowledge Management Scientist at Bayer AG

Joschka is responsible for the rollout and integration of QbDVision at Bayer Pharmaceuticals. He previously worked on various late-stage projects as a Quality-by-Design Expert for Product & Process Characterization, Process Validation, and Transfers. Joschka has a Ph.D. in Drug Sciences from Bonn University and a M.S. and B.S. in Molecular and Applied Biotechnology from the RWTH University.

Luke Guerrero

COO, QbDVision

A veteran technologist and company leader with a global CV, Luke currently oversees the core business operations across QbDVision and its teams. Before joining QbDVision, he developed, grew, and led key practices for international agency Brand Networks, and spent six years deploying technology and business strategies for PricewaterhouseCoopers’ CIO Advisory consulting unit.

Gloria Gadea Lopez

Head of Global Consultancy, Business Platforms | Ph.D., Biosystems Engineering

Gloria Gadea-Lopez is the Head of Global Consultancy at Business Platforms. Using her prior extensive experience in the biopharmaceutical industry, she supports companies in developing strategies and delivering digital systems for successful operations. She holds degrees in Chemical Engineering, Food Science (M.S.), and Biosystems Engineering (Ph.D.)

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