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HKSTP adopts VitalDoc to achieve ISO/IEC DMS Standards

Hong Kong Science & Technology Parks Corporation adopts VitalDoc to achieve ISO/IEC DMS Standards

As a statutory body set up by the HKSAR Government in 2001, the Hong Kong Science and Technology Parks Corporation ("HKSTP") provide support on R&D facilities, infrastructure and services and programmes across five key technology clusters, namely: biotechnology, electronics, green technology, IT & telecommunications and precision engineering. The objective is to enable science and technology companies to nurture ideas, innovate and grow.
Striving for International Standards

Ir. Dr. Lotto Lai, Manager – Quality System of Business Development & Technology Support of HKSTP revealed that they always adhere to stringent corporate standards in order to offer world-class management support and services to technology companies. Since 2006, HKSTP has developed a document management system (DMS) that met the ISO 9001 international standards for internal testing by their 45-person laboratory.

During the evaluation process, HKSTP concluded that it may be challenging to expand the self-developed DMS to the entire corporation with more than 200 staff members. Since they have already installed VitalDoc, they selected this DMS to fulfill the ISO 9001 requirements.

"There are other US companies claiming that their DMS is able to meet the ISO standard. However, those DMS are designed for manufacturing industry and entail higher costs. The user interface is not friendly hence not suited those medium size corporations such as HKSTP. As the developer of VitalDoc, VITOVA owned the source code of the DMS that can offer tailor-made solution compatible for our future needs."

Continuous Improvement in Management Quality

Dr. Lai pointed out that many DMS products in the market are still unable to meet international standards. The current version of VitalDoc can fulfil the ISO 9001 requirements thus improving documentation workflow and enhancing efficiency. It was successfully launched in HKSTP laboratory in a short period of time due to its easy-to-use interface, layer-based menu and VITOVA team’s customer-oriented support.

In the future, HKSTP will continue to partner with VITOVA and broaden the system to other departments to meet other relevant ISO certified standards. The current VitalDoc version has fulfilled the international standard of ISO 9001, OHSAS 18001 for Occupational Health and Safety, ISO 14001 for environmental management, ISO/IEC 27001 for information security management, HOKLAS for accreditation to laboratories as well as China National Accreditation Service for Conformity Assessment (CNAS) ISO/IEC 17025 standard.

Looking ahead, HKSTP will work with VITOVA to enhance VitalDoc in meeting the certification standard of Cloud Computing and the DoD 5015.2 standards for electronic records life-cycle management set by the US Department of Defence.

According to Dr. Lai, the range of selection for small and medium enterprises on DMS that meets the ISO/IEC standards is limited. Buildings Department has enhanced their quality management standards in line with the requirements from the Hong Kong Quality Assurance Agency (HKQAA), and now many construction companies and estate management companies have attained ISO standards. In the future, if the number of companies with such demand increases, VitalDoc will certainly be an appealing choice.

Overall Evaluation

In terms of functionality, VitalDoc has fully met the requirements of HKSTP to attain their predefined objectives. This is a good sharing case for local R&D enterprises that plan to add value to their products.

Dr. Lai gives the system a rating of 7 out of 10, and looks forward to seeing the next version of VitalDoc with more advanced functionalities and product upgrade management that bring even better user experience.