A global leader in the development and manufacture of high-tech dental materials, devices, and instruments, Ultradent exports dental products to more than 100 countries. With international sales skyrocketing, the company’s management prioritized streamlining its regulatory tracking processes.
Challenge: Replace Excel spreadsheet with a modern records management solution
Before it can sell its products through distributors abroad, Ultradent must register products with countries’ Ministries of Health to fulfill regulatory requirements. Once an Ultradent product is approved for sale, it is issued a certificate with an expiration date, along with other relevant information. Saving and tracking this documentation is an important aspect of protecting international sales.
To improve this process, Ultradent had previously created an Excel spreadsheet to track documentation. Soon, however, Excel was overloaded with data. According to the Regulatory Affairs Specialist: “Every time we received a new registration, we updated the spreadsheet. The problem was that Excel would either take forever to open, or it would crash our PCs. There was too much information.”
Ultradent selects FileTrail
Ultradent’s unique requirements meant it would benefit from FileTrail’s highly customizable records management software. The company spent three months meeting weekly with FileTrail’s team to identify search fields, customize reports, and specify workflows. Today, staff have a records management solution that speeds up its regulatory tracking processes and provides unprecedented forward planning capability.
“I think FileTrail would help a lot of other companies that need to track regulatory information. For each country our products are registered in, we track their expiration dates. Hundreds of Ultradent product registrations expire every month. As an organization, we need to be able to budget for those expirations and anticipate expenses throughout the year. With a reporting tool that lets us pull up this data, FileTrail has become a key part of our internal forward planning.”
—Regulatory Affairs Specialist, Ultradent
Other reasons Ultradent loves FileTrail: with easy search, streamlined data access, and customized reporting. To get how this project has completely revolutionized records management at Ultradent, read the full case study