Authors (including presenting author) :
Wong KH(1), Chan KH(1), Lee CK(1)
Affiliation :
(1)Hong Kong Red Cross Blood Transfusion Service
Introduction :
The Quality Department is tasked with the critical mission of managing Integrated Management System by establishing, implementing, and maintaining the Document Control System, which encompasses all activities and services of the Hong Kong Red Cross Blood Transfusion Service. In line with our commitment to ISO 14001, the organization is dedicated to continuously seeking opportunities to enhance environmental performance and promoting continual improvement. In 2023, Quality Department distributed 1,033 documents and 4,377 copies, a process that relied heavily on paper consumption and manual workflows. In 2024, Quality Department was actively exploring the adoption of digital transformation of our Document Control System to significantly reduce the generation of hard copies. This shift not only aim to minimize paper usage that reduce environmental impact but also streamline the workflow by reducing manual handling and improve overall efficiency of our organization.
Objectives :
The objective of this project is to streamline Document Control System, aiming to reduce the generation of hard copies by 90% and reduce time spend on document approval by 50%.
Methodology :
Quality Department explored the electronic signature feature in our document control software and designed a new workflow aligned with our objectives. After finalizing the workflow design, we conducted multiple trials to eliminate potential risks before implementation. Prior to rollout of the electronic signature, Quality Department provided comprehensive training to staff on the new workflow and updated the related work instructions to ensure consistency and compliance.
Result & Outcome :
Implementation of the document electronic signature brought significant improvements across multiple areas. Paper consumption was reduced by 95%, leading to lower costs, minimized storage of hardcopy, and reducing environmental impact. Electronic signature also enhanced productivity by decreasing the reliance on manual processes, such as document transport, and reducing manpower, thereby improving overall efficiency. Additionally, the new workflow mitigated risks associated with manual handling, such as mis-distribution and incorrectly signed documents. The new workflow also enhanced document tracking and security through centralized digital processes, and minimized the risks of document damage and loss, and delay in document processing, particularly when handling hardcopy of documents outside the organization.
The digital transformation of the Document Control System in the Quality Department has proven to be a highly successful initiative. By utilizing the electronic signature, 95% reduction in paper consumption was achieved, contributing significantly to cost saving and environmental sustainability. The electronic processes not only enhance operational efficiency by reducing manpower and document approval time, but also mitigate risks associated with manual handling, document loss, and security breaches, resulting in alignment with the organization’s commitment to ISO 14001 and continuous improvement, demonstrating how innovative solution in driving both environmental and operational benefits. Moving forward, Quality Department is well-positioned to build on these achievements in order to foster a more sustainable and efficient Document Control System.
