Fully Digitized Document Management Boosts Productivity at Mölnlycke Health Care

“Our new Omnia-based Document Management System has had a positive impact on our processes and the way we work. The solution facilitates a very efficient and secure process of creation, collaboration, archiving, and retrieval of documents, thus boosting our efficiency,” says Wictor Olsson, Clinical Project Associate at Mölnlycke Health Care.

Wictor's colleague Daniel Tsang, Clinical & Economical Analyst, adds: “The solution benefits our clinical studies in numerous ways. For instance, it’s easier to find any clinical study and its records today compared to how it was in our previous solution. This makes it simple to audit or follow up on a study. And with the system's smooth integration with Excel and other Microsoft tools, reporting is done in a snap.”

Mölnlycke is a world-leading MedTech company, providing innovative solutions in wound care and surgical procedures to healthcare providers in over 100 countries. To support clinical excellence, the company initiates numerous research studies each year—generating a large volume of documentation that must meet strict governance and compliance standards.

In the past, Mölnlycke relied heavily on paper-based processes. While compliant, the system limited efficiency and scalability. Seeking to modernize operations, the team identified document management as a key area for improvement—and with the recent implementation of a new Omnia-based intranet, they chose to build the solution directly on the Omnia platform.

“We looked at many options before deciding on a platform. Omnia stood out as our best choice for several reasons. One of them is Omnia's architecture, which is very different from competing platforms... Omnia's concept is much simpler, making it easier to maintain the system and much faster for users to search, find and collaborate on documents.”

The team emphasized the importance of a simplified metadata model over traditional hierarchical structures, noting that this approach made document collaboration and search faster and more user-friendly.

“With Omnia, users didn’t have to learn a new application, making the introduction of the new Document Management System a lot smoother and enabling us to focus on teaching the new ways of working. In addition, the platform helps us comply with our document management rules in a cost-effective way.”

The implementation took close to a year, with the majority of the time spent designing the new governance structure, tagging taxonomy, and lifecycle rules for clinical research records. The technical setup itself was completed in a matter of weeks.

“We have thousands of documents, all of which need to be categorized and tagged appropriately... Figuring out which metadata to include and then applying it to all documents consumed most of the project.”

To further streamline document lifecycle management, the team introduced a custom naming feature. This allows users to bulk rename documents based on selected metadata tags—making governance and standardization easier across the organization.

“You just select the documents to be renamed and then use the rename feature to generate the name according to our naming convention. Couldn’t be simpler.”

The system also includes personalized pages like “My Studies” and “I am a document owner,” helping users quickly access relevant content. With 160 document types, each with its own template and pre-configured metadata, users can easily create new records that follow compliance and lifecycle rules by default.

“With the new solution we keep all processes and collaboration within the system, replacing manual approval and review processes, thus increasing productivity and transparency and ensuring that no feedback or comments are missed.”

“Having everything in a single unified and well-structured solution, with Omnia's robust lifecycle and governance capabilities, has improved the consistency, findability and reliability of our records management.”

The new Document Management System not only accelerates document retrieval—it ensures version control, strengthens compliance, and frees up time for high-value work.

“In addition to being able to easily find a document, users now know that it’s the only and latest version of it... The new system allows us to find documents within seconds. As thousands of documents are generated each year, searching and finding documents has become faster and more reliable.”

Looking ahead, Mölnlycke plans to integrate e-signatures into the platform—further streamlining the approval process and closing the loop on compliant document lifecycle management within Microsoft 365 and SharePoint.

“Once all requested signatures are registered, the document will be published automatically.”

This forward-looking approach—built on Omnia—equips Mölnlycke with a scalable, efficient, and compliant solution that supports clinical excellence and ongoing innovation in healthcare.