Know Where Every Signed Document Is.
QR-Based Document Custody, Retrieval & Lifecycle Tracking
ViTrackin helps pharmaceutical QA teams control the physical movement of signed records after they are generated, reviewed and archived — from the exact rack, shelf and tray where a document is kept, through issue and return, to retention review and controlled destruction.
The Missing Layer Between Document Control and the Records Room
Many document systems control the electronic document lifecycle — creation, review, approval, revision, effective status and controlled distribution. But once a signed paper record is physically placed in a QA cupboard, the operational question changes: Where exactly is the original, who has it, when was it taken, and was it returned?
ViTrackin is designed around that physical custody problem. It connects the digital record register with the real-world location and movement of the signed document.
Digital Register + Physical Location + Movement History
Search the record, scan its QR code, see its exact storage location, raise an issue request, record handover, track return and finally complete an approved destruction transaction — without losing the history of the document.
01. Signed Document Registration
Register the physical QA record after the required preparation, review and signing process. The record can be associated with document type, department, product, batch, reference number, date and other site-defined metadata.
02. QR Code Label for Physical Records
The QR code is the bridge between the software record and the physical document. Scan the label to identify the record, view its status and, according to role, perform an allowed custody transaction.
03. Tray-wise & Location-wise Storage
ViTrackin is built for the actual records room. Instead of recording only “QA Archive”, define the physical hierarchy used by the site and map each record to its current location.
04. Request for Document Issue
A user does not simply walk into the records room and remove a file. The document is requested through the system, with the request routed according to configured permissions and workflow.
05. Controlled Handover & Custody
Once approved, the physical record is issued against the request. The system records the person responsible for the handover and the person receiving the document, together with date, time and transaction status.
06. Kept Back / Re-filing
Returning a document is not the end of the transaction. The returned record is scanned and re-mapped to its actual storage location. This closes the custody loop and prevents the system from showing a file as “kept” when it is physically elsewhere.
07. Complete Document Movement History
Every significant custody event can be viewed as a chronological trail. This creates a practical chain of custody for the original physical record.
08. Retention & Destruction Workflow
When a record reaches the end of its approved retention period, it should not simply disappear from the system. ViTrackin can place records into a controlled destruction workflow, with eligibility review, authorization, execution and permanent historical evidence.
No Silent Deletion
A physical record can move to a destroyed/closed state through the configured disposition workflow, while its historical transaction record remains available according to the site's retention and validation policy.
09. Role-Based Access Control
Physical custody is a controlled operation. ViTrackin can separate who can search, request, approve, issue, return, re-file, administer locations and authorize destruction.
10. Audit Trail & Chain of Custody
11. Search & Instant Location
Search by document number, record ID, document type, department, product, batch, date, status, current custodian or location. A QR scan can take the operator directly to the record and its current custody state.
12. Dashboard & Management Visibility
13. Hybrid Document Management — Electronic + Physical
ViTrackin can complement electronic document management rather than replacing it. The electronic record can remain controlled in the DMS while the signed physical original is independently tracked through the QA records room.
14. Why ViTrackin Is Different
15. Complete Physical Record Lifecycle
GMP / 21 CFR Part 11-Oriented Controls
ViTrackin can be configured with individual user accounts, role-based access, controlled workflows, electronic approvals/signatures where applicable, time-stamped audit trails and traceable physical-record transactions. Final compliance depends on intended use, system configuration, validation/qualification and the customer's procedures.
Physical Records Need Their Own Chain of Custody
Modern records-management platforms commonly combine barcode/QR identification, precise storage locations, check-in/check-out, request workflows, role-based security, audit trails, retention schedules and controlled disposition. ViTrackin brings those records-management principles into a pharmaceutical QA workflow focused on signed documents and controlled physical custody.
Track Every Document. Every Move. From Kept to Destroyed.
Replace manual physical-record registers with QR-based location, controlled issue, return, re-filing and lifecycle traceability.
From Archive Room to Audit Trail
QR-based physical record tracking for signed documents, controlled retrieval and complete custody visibility.
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