"Paper on Glass": a primary digitization with revealing limits, a gateway to innovative solutions

Discover “Paper on Glass,” a key step in digitization with revealing limits, and learn how solutions like GxpManager turn these challenges into opportunities.

compliance, critical data, digitalization, GxpManager, Regulatory compliance

The “Paper on Glass” concept is part of the digital transformation of regulated industries such as pharmaceuticals, medical devices, and food production. It refers to an approach that involves directly transposing paper-based processes or forms onto digital, often touchscreen, interfaces without significantly altering their underlying logic.

Born from early attempts at dematerialization, this concept was primarily aimed at reducing reliance on paper while minimizing organizational disruptions. While effective for initiating a digital transition, it quickly encounters limitations when it comes to deeply transforming processes and maximizing performance gains.

The "Paper on Glass" Concept

The “Paper on Glass” approach to digitization involves directly transposing traditional paper-based processes onto digital interfaces, such as tablets, touchscreens, or computers. The central idea is to replicate paper forms and documents identically within a digital environment, without fundamentally transforming the workflows or steps they represent. This concept emerged at a time when businesses, particularly in regulated sectors like pharmaceuticals, food production, and medical devices, were seeking to reduce paper reliance while minimizing major organizational disruptions.

The simplicity of this approach is its main appeal: by allowing users to retain familiar formats and workflows, it facilitates adoption and minimizes resistance to change. For instance, an operator accustomed to filling out a paper form can quickly adapt to its digital equivalent, now presented on a tablet. Additionally, by digitizing existing forms, companies can capture more legible data, reduce input errors, and accelerate sharing or archiving processes.

While “Paper on Glass” represents an initial step in digital transformation, its intrinsic logic is more about adaptation than true innovation. To go beyond, processes themselves must be reimagined to fully leverage the benefits of digital technology, such as automation, system interconnectivity, and intelligent data utilization.

Limitations	problems	Consequences
Limited Automation of Repetitive Tasks	The concept merely digitalizes paper forms without automating the underlying processes, requiring users to manually perform repetitive tasks.	Time is wasted on simple actions, and the risk of human error increases.
Workflow Rigidity	Transposed processes remain fixed and inflexible, unable to adapt to changing conditions or necessary adjustments.	Challenges arise in responding quickly to regulatory changes or operational needs.
Lack of Data Analysis and Utilization	Collected data is often stored without being analyzed or leveraged to improve performance.	This results in missed opportunities to anticipate issues or optimize operations.
Retention of Paper Process Inefficiencies	Duplications, unnecessary steps, or redundant validations from paper workflows are fully transposed into the digital environment.	This results in minimal efficiency gains and continued user frustrations.
Compliance Not Guaranteed	Simple digitization does not ensure that processes meet regulatory standards (e.g., lack of full traceability or compliant electronic signatures).	This poses a risk of non-compliance during audits or inspections.
Insufficient Interoperability	"Paper on Glass" tools often operate in silos, without integration with other systems (ERP, MES, LIMS, etc.).	This leads to breaks in information flow, data loss, and increased inefficiency.
Hidden Costs of Maintaining Inefficiencies	Although simple to implement, these solutions often require frequent adjustments to compensate for their structural limitations.	This leads to increased long-term costs without significant process improvement.

Thus, while “Paper on Glass” represents a first step in digital transformation, its intrinsic logic is more about adaptation than true innovation. To go further, it is necessary to reinvent the processes themselves, fully leveraging the benefits of digital technology.

Reinvent processes with innovative and high-performance alternatives.

To move beyond simple digitization and truly transform operations, it is essential to rethink business processes. In an environment where the limitations of “Paper on Glass” are increasingly evident, GxpManager stands out as a modern and comprehensive solution. Specifically designed to address the challenges of regulated industries, the platform goes beyond basic digitization by providing tools that genuinely transform business processes.

Customization and adaptability

GxpManager offers tailored configuration to meet the unique needs of each organization:

Customizable Forms: Businesses can create digital forms tailored to their specific requirements, whether for quality control, production operations, or regulatory tracking.
Flexible Workflows: The platform easily adapts to existing processes and can evolve with the company’s needs, whether for new products, regulatory changes, or internal restructurings.
Multi-Language Support and Internationalization: Ideal for globally operating companies, with features that adapt to various local and regulatory contexts.

Centralized Process Management

GxpManager centralizes all critical data in a single, integrated platform:

Enhanced Traceability: Every action performed on the platform is logged, providing full transparency and facilitating internal or external audits.
Regulatory Data Management: Centralization ensures consistency in document tracking, reducing the risk of duplication or errors.
Simplified Audits: The information needed to respond to regulatory inspections is easily accessible, minimizing stress and time associated with these activities.

Workflow Optimization and Automation

GxpManager goes beyond basic digital management by offering powerful optimization tools:

Automation of Critical Processes: For instance, automatic reminders for signatures, escalations for delays, or real-time report generation.
Data Analysis: Advanced features identify weaknesses in processes and enable continuous improvements.
Reduced Turnaround Times: By automating repetitive tasks, validation and production cycles are accelerated, boosting overall productivity.

Simplified Adoption, Enhanced Collaboration

A successful transition to a new digital platform relies on smooth adoption and enhanced collaboration among teams. GxpManager incorporates these principles in its design to ensure efficient implementation and optimized daily use:

Intuitive User Interface: Designed to be easily used by operational and administrative teams, even without advanced technical expertise.
Deployment Support: GxpManager provides personalized assistance during implementation, including user training and configuration adjustments to meet specific needs.
Reduced Implementation Time: With its modular structure, the platform can be quickly deployed and made operational.
Enhanced Collaboration: By centralizing data and offering integrated communication tools, GxpManager promotes team collaboration. Real-time access to information enables quick decision-making and better coordination of processes.

Enhanced Compliance

In regulated industries, compliance is a top priority. GxpManager incorporates features designed to meet the strictest standards:

Compliant Electronic Signatures: Each signature is securely captured and certified, meeting the requirements of FDA 21 CFR Part 11 and Annex 11.
Access Control: User permissions are carefully managed to ensure that only authorized personnel can access or modify sensitive data.
Secure Archiving: Documents are stored to ensure their integrity, accessibility, and protection against unauthorized modifications.

Going Beyond "Paper on Glass"

“Paper on Glass” marked a key milestone in digitization, offering a simple and accessible transition. However, its limitations, particularly the lack of process transformation, highlight the need to go further.

Solutions like GxpManager enable organizations to move beyond this approach by providing comprehensive and optimized digitization. By rethinking workflows, automating tasks, and strengthening compliance, GxpManager transforms processes to make them more efficient and collaborative.

In an environment where innovation is essential, moving beyond “Paper on Glass” is an indispensable opportunity to build a robust and competitive digital future.

If you're looking for an agile solution tailored to your specific compliance needs, GxpManager is the platform you need to transform your processes and ensure optimized management of your critical data securely.