Top Features in ETMF Software for Clinical Trials – SterlingBio Smart CRO Services and Solutions

Top Features in ETMF Software for Clinical Trials

Electronic Trial Master File (eTMF) software has revolutionized the management of trial documentation in clinical research. It streamlines document organization, tracking, and compliance, leading to improved efficiency and data integrity. With numerous eTMF software options available in the market, it is essential to know what features to look for when selecting the right solution for your clinical trials. In this blog post, we will discuss ten key features to consider when evaluating eTMF software, with a focus on Sureclinical’s ETMF application solution.

Intelligent Document Management

Effective document management is a fundamental feature of eTMF software. Look for a solution that allows for easy document uploading, organization, and version control. It should support a wide range of document types (PDFs, Word, spreadsheets, DICOM images, etc), facilitate collaboration for quality and discrepancy review, and provide robust search capabilities. Sureclinical’s ETMF offers comprehensive document management features, enabling efficient file organization and retrieval.

User-Friendly Interface

You may be spending a lot of time with your eTMF! A user-friendly interface is crucial for seamless adoption and efficient utilization of eTMF software. Look for a solution that offers an intuitive and visually appealing interface, making it easy for study teams, sponsors, and sites to navigate, upload, search, and retrieve documents without excessive mousing, clicking and typing. Sureclinical’s ETMF provides a user-friendly interface including a triple view:  you can see the filing structure, document image and metadata on a single screen, ensuring efficient and non-frustrating user experience.

Rapid Deployment with Flexibility

Choose eTMF software that can be deployed quickly and effortlessly, while accommodating the needs of both small-scale and large-scale clinical trials. It should be scalable, allowing for the management of a growing volume of documents and users. Additionally, flexibility in customization and configuration options is advantageous to adapt the software to specific trial requirements. Sureclinical’s ETMF can be deployed in minutes and offers scalability and flexibility, making it suitable for trials of various sizes and complexities.  Customize your filing structure, collected metadata, document naming conventions and more with SureClinical eTMF.

Compliance with Regulatory Standards

Be audit ready! Compliance with regulatory standards, such as 21 CFR Part 11 and ICH-GCP, is essential in clinical trials. Ensure that the eTMF software you choose adheres to these regulations. It should provide secure data storage, audit trails, electronic signatures, and other features necessary for maintaining compliance. Sureclinical’s ETMF is designed to meet regulatory requirements, ensuring data integrity and supporting regulatory inspections.  All of our compliance documentation is available for inspection via our Certified Compliance Portal.

Access Controls and Security

Data security is critical when managing sensitive trial documents. Look for eTMF software that offers robust access controls, ensuring that only authorized personnel can view and modify documents. It should also provide encryption, user authentication, and data backup functionalities to protect against unauthorized access and data loss.  Don’t be fooled by vendors offering “Multi-tenant” servers.  Sureclinical’s ETMF prioritizes data security and offers advanced access controls on single tenant private servers to safeguard your confidential information.

Integration Capabilities

Avoid vendor lock-in!  All-in-one solutions are not always ideal. Use the clinical solutions that you prefer.  Integration with other clinical trial systems is essential for efficient data exchange and streamlined workflows. Choose eTMF software that seamlessly integrates with electronic data capture (EDC) platforms, clinical trial management systems (CTMS), and other relevant systems. Integration eliminates manual data entry, reduces errors, and enhances overall efficiency. Sureclinical’s ETMF provides seamless integration with various systems, ensuring data accuracy and smooth information flow.

Real-Time Collaboration

Efficient collaboration among study teams, sponsors, and sites is crucial for successful trial management. Look for eTMF software that facilitates real-time collaboration, allowing multiple users to access and edit documents simultaneously. It should provide discrepancy reporting and resolution features, document editing tools and task notifications.  Sureclinical’s ETMF promotes real-time collaboration, with workflows, quality tools, and task notifications enabling efficient teamwork and communication.

Reporting and Analytics

Comprehensive reporting and analytics capabilities are valuable for tracking trial progress and identifying trends. Look for eTMF software that provides customizable dashboards, reports, and analytics tools. These features allow for real-time monitoring of document completeness, outstanding tasks, and other key performance indicators. Sureclinical’s ETMF offers robust easy to use self-service reporting functionalities, empowering users with valuable insights and facilitating data-driven decision-making.

Audit Trail Functionality

An audit trail is a critical feature in eTMF software, as it provides a detailed record of document activities, including changes, additions, and deletions. Look for software that captures and maintains an audit trail for each document and user action, ensuring transparency and traceability. Sureclinical’s ETMF captures comprehensive audit trails, facilitating compliance and supporting regulatory inspections.

Training, Support and Services

Comprehensive training and ongoing support are vital for successful implementation and utilization of eTMF software. Look for a vendor that offers training resources, full service assistance, and responsive customer support. These ensure that study teams can effectively navigate and leverage the software’s features.   Sureclinical provides comprehensive training and support to assist users in maximizing the benefits of their ETMF solution.  Both live and online training modules with certification of training are available.  Also, full eTMF management services are available from SureClinical for clients that need an extra set of hands to administer their eTMF.




Selecting the right eTMF software is crucial for streamlining clinical trial document management and ensuring regulatory compliance. When evaluating options, consider features such as user-friendly interfaces, robust document management capabilities, regulatory compliance, data security, integration capabilities, collaboration tools, reporting functionalities, audit trail functionality, scalability, and training and support. Sureclinical’s ETMF solution encompasses these essential features, empowering clinical trial stakeholders to effectively manage trial documentation, enhance efficiency, and maintain data integrity throughout the trial lifecycle.