“Using Comala Document Management made our COVID compliance process a lot easier, and automatically, our managers got a bunch of time back that they could put into other areas.“
Rainier Klopper, Atlassian Administrator at Rohde & Schwarz

Time wasted manually managing COVID regulation compliance

Rohde & Schwarz, a leader in the electronics industry, faced significant challenges in managing rapidly changing German COVID-19 compliance regulations. These changing COVID rules had to be communicated to their 7,000 employees across Germany, with required read receipts and employee acknowledgment. The traditional method of disseminating information via email proved inefficient and time-consuming, both for employees and managers responsible for ensuring compliance.

As part of the German COVID regulations, Rohde & Schwarz needed to maintain audit readiness regarding confirming employee acknowledgment of regulations. This added pressure to maintain compliance led Rainier Klopper, Atlassian Administrator at Rohde & Schwarz, to seek a more streamlined solution to managing the process.

Innovative new use for Comala Document Management

In his search for a new process to manage ongoing COVID regulations, Rainier first looked to existing internal tools that could be leveraged in a new way. He quickly zeroed in on Comala Document Management as an option. Rohde & Schwarz had already been using the app for document management in Confluence including customized workflows to automate reviews and approvals, so it was a natural fit to streamline COVID compliance.

With Rainier’s help, Rohde & Schwarz adopted Comala Document Management, leveraging its automation, approval workflows, and read confirmations to address the COVID regulation challenges. Using the app, the compliance department could update regulations, employees received notifications about updates, and the employees could easily confirm their acknowledgment, all within one system. The benefits were immediate:

Improved efficiency: The read confirmation feature allowed managers to quickly see who had read the latest updates, eliminating the need to sift through countless emails. This feature alone saved each manager approximately an hour each time regulations changed.
Audit readiness: With Comala Document Management, audit readiness became straightforward. The system maintained all read confirmations and version histories, enabling easy reporting and ensuring that Rohde & Schwarz remained 100% compliant without incurring fines or penalties.
Reduced email clutter: The shift from email to a centralized document management system reduced inbox clutter, allowing employees to focus on more critical tasks.

Results: time savings and 100% compliance

The transition to Comala Document Management resulted in immediate time savings and improved compliance tracking. Managers no longer had to manually follow up with employees, and the compliance department could ensure that all regulatory updates were promptly acknowledged. This seamless integration into their existing Confluence environment facilitated quick adoption and enhanced collaboration during the pandemic.

Results include:

300 Hours saved monthly
100% compliance with zero fines or penalties

By utilizing Comala Document Management, Rohde & Schwarz significantly improved their regulatory communication process. The solution not only saved time but also enhanced compliance and audit readiness, demonstrating the value of effective document management in navigating complex regulatory environments.

About Rohde & Schwarz

Rohde & Schwarz is striving for a safer and connected world with its Test & Measurement, Technology Systems and Networks & Cybersecurity Divisions. For 90 years, the global technology group has pushed technical boundaries with developments in cutting-edge technologies. The company's leading-edge products and solutions empower industrial, regulatory and government customers. On April 19, 2024, Rohde & Schwarz had around 15,000 employees worldwide.

How Rohde & Schwarz saved 300 hours monthly using Comala Document Management for COVID regulation compliance

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