Digital Systems Inventory
  • 30 Sep 2022
  • 2 Minutes to read
  • Contributors

Digital Systems Inventory

Digital Systems Inventory

The Digital Systems Inventory Application allows you to create and maintain records of all digital systems being used in the workplace


Digital Systems form an integral part of the workplace. The Digital Systems Inventory Application allows you to create and maintain records of all digital systems being used in the workplace. Furthermore, this application helps you keep track of the various Business and Technical Owners for these systems as well as track access review data, in terms of past reviews and upcoming access review dates. With all your data in digital format, you can easily view historical and current records as well for all Digital Systems.

***NOTE**** This application contains documentation to help you get up and running more quickly. Contact for an Operational Flow Diagram, a Risk Assessment, and a Test Plan for a seamless GxP deployment.


This application makes use of the Digital Systems Table and the Digital Systems Roles Table. Every time a new Digital System is created, a new record for that system is created in the Digital Systems Table. The following metadata is required to create the initial Digital Systems record:

-System Name



-Business Owner

-Technical Owner

-Third Party Supplier (Yes/No)

Once all this data is provided, a new Digital System record is created with a unique ID. The user then has the opportunity to create and assign roles to this Digital System. In order to create a role, the user needs to specify the system name, the role name and the role description. This information is used to create a new record in the Digital Systems Roles Table and a linked record is created in order to link the created role to the Digital System.

When a new system is created, it is assigned a status of "UNDER EVALUATION." The user has the option to edit any of the System Information, System Roles and System Status. The System Status can be changed to Active and Inactive and can be edited whenever necessary, in order to reflect the system's status accurately at different points in time. When a system's status is changed to Active, there is an option to enter a Go Live Date, which is then stored as the Last Access Review Date. Based on this date, as well as the system category, when the system goes live, the next access review date is calculated and stored in the digital system record.

Users also have the option to perform access reviews using the Digital Systems Inventory application. When performing the access review, users need to input the access review date, as well as a link to proof of the access review, and this data is then saved to the system record and is used to calculate the date for the next access review based on the system category.

Video Overview

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