Cloud-based quality management systems (QMS) are increasingly growing in popularity among large and small businesses not only because of increased functionality and flexibility but also due to the fact that they provide remote access from anywhere in the world. You do not have to be at your company at all times.

If you are on safari in Kenya for instance, you can conveniently coordinate your quality management process for your Phoenix-based business without even rising from your bed. This alone grants you the much-needed flexibility to efficiently manage your company while attending to other equally critical business.

Although there are many benefits, cloud QMS also faces its fair share of challenges, depending on the specific version you leverage. One of the biggest concerns, which applies to all versions of cloud QMS, is data security. Storing your information on a server that is remotely accessible exposes your company to different levels of security vulnerabilities, depending on your protocols and system architecture.

Minimizing Cloud QMS Security Risks

Fortunately, you can minimize your security risks and possibly even avoid them completely by using the right tools. First of all, you should critically assess your service provider’s data protection measures and tools before proceeding with the actual installation. Some of the measures you should look out for include:

  • Data Encryption: Your service provider should be able to encrypt your sensitive QMS data, especially during transmission.
  • Security Levels: Your service provider should explicitly mention and explain all of the security levels and features that apply to your cloud QMS software.
  • Verification: Your service provider should provide you with the necessary privileges to inspect, verify, and test your security at any time.
  • Secondary Storage: As a company, you should have your own secondary storage and data backup center to hold sensitive information that may cripple your operations if lost.

Preparing Your Organization For Cloud QMS

As you verify your products’ security features, you will need to comprehensively prepare your organization, especially your employees, for the switch from manual to fully computerized QMS through the cloud. This will ensure a smooth transition, win support, and subsequently guarantee optimal performance once the system is installed. Some of the measures you should take include:

  • Communicating with various team members and employees on the importance of cloud QMS and how it will change how they interact with the whole QMS process.
  • Encouraging your employees to raise their concerns, which you should address accordingly.
  • Carrying out and coordinating training through the relevant course materials.
  • Keeping communication channels between you, the experts, and your employees open. Your team members should be able to get in touch with you or the QMS experts in case of a problem or for any issues that need further clarification.

The subsequent execution plan depends on the type of company and its structure. For help on how to tailor one for your company, and any other issues relating to cloud-based QMS, get in touch with QAD CEBOS by emailing or calling (810)534-2222.