Event Management System for Regulated Content Sharing
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Solution Overview
Problem
The life science industry faces challenges in efficiently managing and sharing content during events due to regulatory risks associated with unapproved and uncontrolled content, limiting the effectiveness of modern electronic communications such as webinars.
Innovation Solution
A machine-implemented method for event management is introduced, which establishes a controlled content repository with secure access protocols, aligns approved content with event properties, and integrates with a customer relationship management system to ensure regulated sharing of content across multiple users, including speakers, reviewers, and physicians, using a cloud-based system to manage and distribute approved content.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If content is freely shared during events, then ease of operation and communication efficiency are improved, but regulatory compliance and content control are compromised
Solution Approach 1:
The system performs preliminary actions by pre-approving and pre-storing compliant content in a controlled repository before events occur. Content is reviewed and approved in advance, with metadata including approval status and regulatory compliance information embedded. During events, speakers access only pre-approved content, eliminating the need for real-time compliance checks while ensuring regulatory adherence.
Solution Approach 2:
The controlled content repository acts as an intermediary between content creation and event sharing. It mediates by filtering content through approval workflows, storing only compliant content, and providing it to speakers during events. The repository includes alignment rules that automatically verify content compliance, serving as a buffer that protects against regulatory violations while enabling efficient content distribution.
2Reliability
If content sharing is strictly controlled, then regulatory compliance is improved, but communication efficiency and ease of operation deteriorate
Solution Approach 1:
The system performs preliminary actions by pre-approving and pre-storing compliant content in a controlled repository before events occur. Content is reviewed and approved in advance, with metadata including approval status and regulatory compliance information embedded. During events, speakers access only pre-approved content, eliminating the need for real-time compliance checks while ensuring regulatory adherence.
Solution Approach 2:
The controlled content repository provides self-service capabilities by automatically managing content approval status, compliance verification, and distribution. The system autonomously filters content through alignment rules, tracks approval workflows, and makes compliant content available to speakers without manual intervention during events, reducing administrative burden while maintaining control.
3Reliability
If manual content approval processes are used, then content control is improved, but time consumption and operational complexity increase
Solution Approach 1:
The system implements feedback mechanisms by automatically tracking content approval status, compliance verification results, and usage metrics. Alignment rules provide real-time feedback on whether content meets regulatory requirements, and the repository monitors which content is accessed during events. This automated feedback loop reduces manual review time while maintaining rigorous control standards.
Solution Approach 2:
The system changes parameters by transitioning from manual, qualitative content review to automated, rule-based compliance verification. Alignment rules define specific parameters for content approval (e.g., regulatory requirements, target audience appropriateness, disclaimer inclusion), allowing systematic and rapid assessment of content compliance without sacrificing control standards.
4Ease of operation
If content is distributed without tracking, then ease of operation is improved, but audit capability and accountability are compromised
Solution Approach 1:
The system maintains continuous tracking of content distribution and usage throughout the event lifecycle. The controlled repository automatically records which speakers access which content, when it is used, and in what context. This continuous monitoring occurs without interrupting the natural flow of event operations, providing complete audit trails while maintaining operational simplicity.
Solution Approach 2:
The controlled content repository acts as an intermediary that automatically tracks and logs all content access and distribution activities. It mediates between speakers and content by providing usage data to organizers and compliance officers without requiring manual reporting from speakers, maintaining ease of operation while ensuring comprehensive tracking for audits and accountability.
Data Source
AI summary
The event management system described is capable of aligning controlled content in a controlled content repository to properties of an event, e.g., event type, event topic, geographic location and product involved. When a user creates an event, controlled content associated with the event properties may be displayed so that the user may choose proper content for the event. When event content is updated in the controlled content repository, the latest version is pushed to the speaker so that only the latest version of the controlled content can be shared. Content displayed during a webinar and attendee participation data for the webinar may be tracked and stored in a CRM system.