1. Preparing the Video/Audio File:
- Clarity and Quality: Ensure the video or audio file is of high quality. Clear audio and visuals (if applicable) will result in better transcription and understanding by our AI.
- Content Structuring: Structure the content logically in the file. Clearly defined sections, such as introduction, process steps, and conclusion, will help the AI identify and organize the SOP effectively.
2. Uploading and Processing:
- Supported Formats: Verify that your video or audio file format is supported by KARDA (e.g., MP4, AVI, MP3, WAV).
- Processing Time: Be aware of the processing time required for the AI to analyze and transcribe the file. This can vary based on file length and complexity.
- File Quality: High-quality files lead to better transcription accuracy. Ensure good audio clarity and video resolution.
3. SOP Structuring:
- Identify Key Components: Ensure that the SOP includes essential components like Purpose, Scope, Reference Documents, Responsibilities, Equipment/Supplies, Safety Requirements, Procedures, and Records.
- Logical Flow: Arrange the steps in a logical order, making it easy for end-users to follow.
4. Final Review and Editing:
- Accuracy and Completeness: Double-check for accuracy and completeness of the generated SOP/information. Ensure all steps are correctly outlined and easy to understand.
- Feedback Loop: Consider getting feedback from potential end-users of the SOP for further refinement.
5. Export and Distribution:
- Export Formats: Choose the right export format (e.g., PDF, DOCX) that suits your audience's needs.
- Distribution: Plan for effective distribution of the SOP, ensuring it reaches all intended users. Utilize KARDA’s in-house document sharing.
6. Updates and Maintenance:
- Regular Reviews: Set a schedule for regular reviews and updates of the SOP to ensure it remains relevant and accurate.
- Version Control: Keep track of different versions of the SOP, especially after substantial updates. KARDA will label your generated document as the first iteration.
7. Legal and Compliance Considerations:
- Confidentiality and Permissions: Ensure that the content of the video/audio file and the resulting SOP adhere to confidentiality agreements and intellectual property rights.
- Compliance with Standards: Verify that the SOP meets industry standards and compliance requirements.