Main Features
ins2outs is a powerful yet easy-to-use organization management platform. Learn about the main features that will make setting up your management system easier, faster, and with better acceptance from your organization.
ins2outs Nord Star
Learn about the main rules we reflect in our ins2outs software
Easy to use
We build software that allows us to express complex systems easily.
Flexible
Each client is different, so we give control to them to adjust and use ins2outs in their way.
Less is more
By providing simplicity and presenting what is needed only, we allow our users to focus on what’s important.
Everybody can play
The management system to work shall be available for everybody in the organization.
For people
People build organizations, and we help them to do that.
ins2outs Features
Learn about the ins2outs main features
Integrated or multiple management systems
If the organization needs to operate more than one management system, ins2outs offers to operate either several or an integrated one. Organizations this way can join different management systems, e.g. ISO 27001 ISMS, ISO 27701 PIMS, and ISO 20000-1 SMS. Or for medical device manufacturers, ISO 13485 QMS, ISO 62304 SDLC, and ISO 27001 ISMS. The management systems can be defined on ins2outs or purchased using our know-how sets. ins2outs would then manage each system documentation separately, take care of building employees’ awareness, and support setting objectives, operating the systems, and monitoring and improvements.
Electronic documentation
ins2outs keeps your system documentation in a secure cloud-based environment to introduce a standard structure, ensure accessibility, and provide traceability for your organization and auditors. Each electronic document is uniquely identified, making it easy to find and share. ins2outs keeps all the historical versions of your documentation and automatically generates revisions history, including reviews, signatures, and other documentation-related tasks. People work on documents/content in a shared collaboration environment with features such as document workflows, reviews, version history, and linking to other documents on the ins2outs platform. If saving a document in PDF or Word format is required, any document can be exported to the desired format using an organization-customized document template. In that way, system documentation is shared with market regulators or notified bodies. Also, a complete set of documentation, grouped around product context or management system, can be exported into a zip file repository. This feature is handy when the organization must prepare a documentation baseline for a new product release (.e.g, for a medical device conformity assessment procedure).
Know-how – describe your management system
ins2outs groups the description of your management system in the know-how section. Within that part of the platform, one can find:
- Policies,
- Processes,
- Procedures,
- Instructions,
- ins/outs, including document templates
- Roles
- Normative sources.
Each content of the know-how section can be linked with a normative source to prove the organization’s compliance with such regulation or standard. The Responsible, Accountable, Consulted, Informed (RACI) model identifies who is engaged in the given process execution. ins2outs allows identifying what role should read and approve such content. The software automatically triggers the approval tasks for the relevant users. Finally, the inbuilt visual editor is used for process modeling.
Documents and Records – executing your systems and products
The Documents and Records section of ins2outs stores the information and records from operating your management system or managing product project/product documentation. In this section, one can find results from the audits, nonconformities, or improvement opportunities.
On the other hand, within the Documents, you find a space to manage product life cycle (PLC) documentation. For example, ISO 13485/21 CFR 820 know-how sets defined a default hierarchy for MD-type product documentation, offering to add documents based on the document templates from the Know-how section. Users’ privileges control access to documents and records, so only relevant information is revealed. ins2outs folder structure gives the organization flexibility to set up its documentation hierarchy.
Tasks – making things happen
ins2outs to support the operation of a management system offers tasks functionality. Tasks represent actions to be taken on a given document, process, or management system. ins2outs introduces the following task types:
- Acceptance
- Change request
- Checkup
- Review
- Signature
- Task
Tasks can be created automatically, e.g., for building system documentation awareness (Acceptance) or regularly checking its fit for purpose (Checkups). Tasks can also be created manually while working with documents (Reviews) or when signing a document (Signatures). Finally, tasks can be created to plan some activities in the future (Tasks). ins2outs informs users about pending tasks within the ins2outs software or by sending email notifications.
Education – building awareness and skills
ins2outs supports building awareness and managing competencies in many ways. Within the Education section, one can find Training, Guideline, and Knowledge Bits content types. They are used to create educational materials that ins2outs users have to complete. The records from actions are available for review and audit.
When a user is assigned to a Role in ins2outs, the software will give that person a series of acceptance tasks. The “Role tasks” list aims to build the user awareness required for playing the assigned role.
ins2outs automatically monitors user compliance vs. system documentation or a management system setup. Records are available from any training or awareness-building activities fulfilling nonrepudiation requirements. A user profile also presents user compliance vs. any role a person is assigned. A compliance report is available on the platform.
Roles – explaining to people how we work
When defining a management system, ins2outs offers a powerful role-based approach. The organization defines roles a person can be assigned to. A role provides a description of that assignment and the list of responsibilities. Additionally, all the system documentation linked to that role via the RACI model is available. That fulfills the purpose of educating a person about a given role and the linked processes or activities. For any role, a Role Tasks list can be created. It presents all the content a person in that role should read and accept to build awareness. When a person joins the organization’s management system, it is simply assigned to a set of such roles. From that moment, ins2outs would automatically generate acceptance tasks for all the system documentation users know about. Finally, a compliance report is available for any user.
Normative sources – managing laws, standards, and guidelines
When a company has to prove compliance with a standard or any regulation, the Normative Sources functionality comes in handy. One can add any number of ISO or IEC standards or regulations that the organization claims compliance with. Any system documentation can be linked then with such a Normative Source. As a result, the normative source presents the list of system documentation, documents, and records generated as required by a standard or regulation. ins2outs also automatically calculates two Key Performance Indicators (KPIs) user compliance and second documentation readiness. Finally, ins2outs offers a helpful “PDF Library” function allowing to share ISO norms with the organization’s employees in a way compliant with iso.org terms and conditions.
Accessing, sharing, and finding information
To access information on ins2outs, a user has to have an active user account. Then, access to any content on ins2outs is based on user privileges. A person can be granted Read, Write, Delete, and Manage privileges for a Context. The Context feature defines access to, e.g., system, project, or product life cycle documentation. That way, users can see only what is relevant on ins2outs.
For crucial activities, like tasks or document workflow life cycle events, ins2outs sends email notifications informing users to take actions on the platform. ins2outs allows you to find information either using Tree View control, Favorites control, or powerful Search functionality. The Search page allows finding any content within the system no, matter in the content description or attached documents. It significantly simplifies managing system documentation.
Automation – making system management easy
ins2outs platform was built to allow persons in charge of a management system to automate much of its execution. While it is impossible to list such features here, we will just mention the main ones:
- Automatically training people to Role Tasks profiles.
- Inbuild documentation workflows and reviews before publishing documents.
- Automatically creating tasks for documents at specified intervals.
- Automatic notifications for users about pending tasks.
- Calculating users’ compliance KPI and its monitoring.
- Calculating system documentation published KPI and its monitoring.
- Group export of product/project documentation for conformity assessment procedures.
- Email notifications about pending tasks and non-compliance.
These and other features enable top management representatives responsible for a given management system to focus on the added value it created for an organization, not pursuing administrative tasks.
Pricing
ins2outs Software
- Cloud-hosted
- Requires one active user account
- Standard features package
- Full view and edit rights
Check our complementary services
ISO 13485:2016 / 21 CFR 820 Know-how set
This know-how set defines an ISO 13485:2016, 21 CFR 820, ISO 14971:2019, and ISO 62366-1:2015 compliant Quality Management System (QMS). It can be used by an organization involved in one or more life cycle stages of medical devices.
ISO 27001:2022 Know-how set
This know-how set defines an ISO 27001:2022 and ISO 27002:2022 compliant information security and a cyber security management system. It is used to ensure information security, cybersecurity, and lawful processing of personal information.
IEC 62304:2006 Know-how set
This know-how set defines IEC 62304:2006, ISO 13485:2016, and ISO 14971:2019 compliant Software Development Life Cycle (SDLC). An organization can use it to develop software in a medical device (SiMD) or software as a medical device (SaMD).