New
Knowledge Management System — your quality knowledge, one search away
The Knowledge Management System is an AI-powered, searchable home for your SOPs, deviations, CAPAs, inspection findings and regulatory correspondence — so institutional knowledge stops walking out the door when experienced staff do.
Try a search:
Requalification is performed annually and after any major maintenance, using a full thermometric load study…
Root cause: worn door gasket. CAPA included revised requalification checklist and gasket replacement schedule…
Effectiveness check (Mar 2025): zero leak-test failures since implementation. Closed — effective.
Minutes of searching, not days of asking around
Your organisation already knows the answer to most questions — the cost is in finding where that knowledge lives. One semantic search across the whole quality estate changes the economics of every look-up.
The working day today
- Knowledge is spread across six systems and forty heads — finding it means knowing who to ask
- Past deviations are searchable by ID, not by symptom — so history repeats
- When senior staff leave, their interpretations and reasoning leave with them
- A guidance update means a manual trawl to find which SOPs it touches
- Audit document requests trigger a scramble across systems and shared drives
With this solution
- One search finds the SOP, the related deviations and the CAPA that closed them
- Investigations start from precedent: similar past cases surface automatically
- Decisions, correspondence and interpretations stay findable after the org chart changes
- Change impact comes from your document graph — a list, not a blank page
- Any document, any version, retrieved in seconds with provenance attached
What that means in productivity, time and money
The platform is measured on retrieval time, search success rate and reuse of existing knowledge — baselined during your pilot department's rollout.
Teams stop re-solving solved problems: surfacing a similar past deviation and its effective CAPA turns a from-scratch investigation into an informed one. The same applies to regulatory questions your organisation has already answered once.
Document look-ups, audit retrievals and "who knows about X?" chases collapse into a single query. New starters reach competence faster because the answer to "where is…?" is always the same place.
Replacing a senior QA or PV expert costs far more than their salary — the re-learning of undocumented context is the hidden bill. Captured decisions and linked history shrink that bill, and audit preparation cost drops with every retrieval that takes seconds instead of staff-days.
Figures are indicative of typical industry workloads. Your pilot establishes your actual baseline and measured return before any rollout decision.
The knowledge that currently lives in six systems and forty heads
Connected, indexed and searchable — with sources kept in place and access controls respected.
SOPs & policies
Every effective procedure, with superseded versions preserved for history.
Deviations & CAPAs
Investigations, root causes and effectiveness checks — searchable by symptom, not just ID.
Inspection & audit findings
Internal audits, regulator findings and your responses, linked to the procedures they touched.
Regulatory correspondence
Agency questions, commitments and guidance interpretations your team has already made.
Training materials
Curricula, competency records and role requirements alongside the procedures they cover.
Regulations & guidance
The external requirements your documents implement — linked both ways.
Built for how quality teams actually look for things
Semantic search
Finds documents by meaning, not exact wording — "sterilisation revalidation" finds the autoclave SOP even if it never uses that phrase.
AI summaries
Long investigations and correspondence threads summarised on demand, with a link to the full source for verification.
Connected knowledge
SOPs link to the regulations they implement, the deviations they've had, and the training that covers them — automatically.
Automatic tagging
Documents classified by process, product, site and system on ingestion — no manual metadata backlog.
Version awareness
Search returns the effective version by default, with full history preserved and clearly marked.
Role-based access
People find only what they're permitted to see. Access rules mirror your existing DMS and QMS permissions.
Change impact view
When a regulation or SOP changes, see every connected document, training item and process it affects.
Usage analytics
See what people search for and can't find — a direct signal of where procedures are unclear or missing.
Four moments where minutes matter
The inspector asks; you answer in seconds
"Show me all deviations related to this process in the last two years, and the CAPAs that closed them." Today that's a scramble across systems. With connected knowledge, it's one search.
Twenty years of judgement doesn't retire with the person
When a senior QA manager leaves, their interpretation of grey areas — why decisions were made, what the agency accepted before — usually leaves too. Captured correspondence and linked decisions keep that reasoning findable.
New starters find answers instead of interrupting
The first six months of any regulated role is mostly asking "where is…" and "how do we…". Self-serve search with cited sources shortens that curve and reduces the load on senior staff.
A guidance update, mapped to your documents in minutes
When E6(R3) or a GVP module changes, the question is always "which of our SOPs does this touch?" The change impact view answers it from your own document graph, not a manual trawl.
A phased rollout, not a big-bang migration
Your documents stay in their systems of record. We index, connect and search — we don't force a migration.
Connect & index
Read-only connections to your DMS, QMS and archives. One department's documents indexed first.
Pilot with one team
Usually QA. Real searches, measured against how long the same look-ups took before.
Validate & govern
GAMP 5 validation package, access-control verification, and the SOP governing platform use.
Expand & embed
Roll out across departments and sites, with quarterly reviews of search analytics and content gaps.
Built the way your inspectors expect systems to be built
Whitehall has taught GxP compliance for over two decades. That thinking is in every design decision.
GAMP 5 (2nd Ed.)
Requirements, risk assessment, test evidence and traceability delivered with the platform.
Sources stay authoritative
Your DMS remains the system of record. The platform indexes and links — it never becomes a shadow copy.
Verifiable answers
Every AI summary and search result links to its source document and version. Nothing is presented without provenance.
GDPR & data residency
Hosted in your approved region, permissions mirrored from your systems, no training on your data.
Questions quality leaders ask us first
Does this replace our DMS or QMS?
No — it sits on top of them. Your existing systems remain the systems of record for authoring, approval and control. The platform connects to them read-only, indexes the content, and makes it searchable and linked. Nothing about your controlled document lifecycle changes.
How does it handle access permissions?
Access rules are mirrored from your source systems and verified during validation. If someone can't open a document in your DMS, they can't find it here either — search results are filtered per user before they're displayed.
Are AI summaries reliable enough for a regulated environment?
Summaries are working aids, not records — every one links to its source document and version, and the platform is governed by an SOP that makes the source authoritative. The design principle is the same as our other solutions: AI accelerates the finding and reading; people remain accountable for decisions.
How long does implementation take?
A single-department pilot is typically live in 6–8 weeks. Full validated rollout depends on the number of source systems and sites, and is planned in phases so each stage delivers value before the next begins.
What happens to knowledge that only exists in people's heads?
The platform can't capture what was never written down — but it changes the economics of writing things down. Decision logs, guidance interpretations and Q&A threads become first-class, findable content, and search analytics show you exactly which topics people look for and can't find, so you know what to capture next.
Watch it search your own documents
Bring a sample document set to a 45-minute demo and see semantic search, linked knowledge and change impact working on your content — not ours.
Enquire NowNo obligation · NDA available · pilot scoped to one department first