This mid-market SaaS provider sells a cloud-based eQMS (electronic Quality Management System) solution directed at regulated life-science teams (biotech, medical device manufacturers, and pharma). Their eQMS platform replaces shared drives, email approvals, and training spreadsheets with a centralized system that unifies compliance-driven documentation workflows. This solution combines document control, validation management, and audit readiness into a single interface, helping end users reduce manual effort, shorten time-to-market for quality-critical products, and maintain continuous inspection readiness.
The client required a dedicated operational partner to manage large-scale document processing within their eQMS platform. This need arose from a rapidly expanding customer base, leading to a surge in compliance-related documents.
They needed quick, accurate, and compliant support to ensure that every document was formatted correctly, validated, and ready for audit within the eQMS environment. The goal was to eliminate operational bottlenecks and maintain the platform's frontend performance without lag, regardless of document volume, while still producing compliance-ready reports of expected quality.
To address the client’s needs, we deployed a dedicated 14-member team that served as the operational backbone of their eQMS environment. Our human-in-the-loop data services combine domain expertise, advanced automation tools, and structured workflows to deliver speed, accuracy, and compliance at scale—ensuring every document we processed as a part of this project met stringent quality and audit-readiness standards. Task assignments and progress tracking were synchronized across the eQMS, Google Sheets, and the client team’s communication dashboard to ensure end-to-end visibility and accountability.
The client shared initial documents and related details using a Google Sheet. We configured a systematic workflow within the platform to manage document intake, template selection, and submission. This enabled consistent monthly throughput of 35,000 pages without backlog or accuracy drift.
For scanned, non-editable files, our team used ABBYY OCR tools for data extraction, followed by data standardization to align the extracted text with the eQMS platform’s structured input fields. This allowed uniform import of previously inconsistent layouts into standardized eQMS templates.
Many regulated documents (like SOPs, protocols, or validation reports) referenced other documents (in English as well as other languages). For example - “Refer to SOP-1234 for equipment calibration,” “See Validation Plan VP-5678 for methodology,” or “Consulter la PROC-1234 pour l’étalonnage des équipements.”
To avoid inconsistencies during manual data entry from documents and PDFs, we created and maintained a master Smartlink sheet—a single source of truth containing each document’s official ID, name, and internal link, along with how it should appear in cross-references. When linking documents inside the eQMS, our team used this sheet to:
In regulated life sciences documentation, certain symbols recur frequently, such as Δ (change), °C (temperature), μg (microgram), ± (tolerance), and so on. Instead of manually searching for these symbols in Word’s symbol menu or copying them from old documents, our team created a quick-access symbol library as a ready-to-use digital reference (like a cheat sheet or template toolbar).
When formatting Word documents or PDFs, we instantly copied and pasted the correct, pre-approved version of a symbol, ensuring:
Once the text was standardized, we mapped each document to its corresponding regulatory template in the eQMS based on document type and compliance category. With the Smartlink sheet and symbol library integrated into daily document formatting workflows, reference errors and symbol mismatches were eliminated.
One of the challenges of this project was to make the documents within the eQMS platform easier to review, safer to approve, and fully compliant with both internal standards and external regulatory expectations. We ensured that through digital content conversion. This step also optimized frontend performance, preventing lag or timeouts when loading table-heavy documents inside the eQMS.
Every document underwent a three-layer quality assurance before submission. This multi-stage data validation process ensured zero-defect delivery, upheld compliance standards, and built trust in every record entered into the client’s quality system.
By transforming high-volume document processing into a structured, audit-ready workflow, we helped this growing eQMS provider sustain performance under scale without sacrificing accuracy or speed. This outcome goes beyond faster turnaround – it shows how process discipline and automation with integrated human validation can preserve customer trust in data-driven systems.
Ensured uninterrupted document readiness, keeping the client’s eQMS fully operational even during peak submission cycles.
Helped the client’s quality teams review and release documents faster and maintain regulatory submission timelines.
Strengthened audit-readiness and eliminated the need to spend time on error correction or document revalidation.
Ensured smooth navigation and editing inside the eQMS, thus reducing user frustration and ensuring faster document processing.
SunTec has been a quiet but critical part of our success story. Their workflow design and QC discipline brought structure and reliability to an area that had been so chaotic. Now we rarely face any validation complaints from users.
- VP, Operations
From complex document processing services (like invoice processing or forms & market research documents) to large-scale data management (including data cleansing, data enrichment, and database maintenance), we help businesses streamline data-driven workflows with precision and scalability.
Reach out to learn more about how our data services strengthen compliance, speed, and reliability across not only healthcare and life sciences but almost every domain, while providing organizations like yours with a safeguard against AI and automation errors.