Caidya streamlines global clinical contract management with Plexus

Caidya, a global life sciences company, faced complex challenges managing clinical research contracts and legal matters across 41 international regions. With manual processes, compliance demands, and fragmented systems, their legal team needed a scalable, integrated solution that could meet stringent regulatory requirements, including FDA Title 21 Part 11 for electronic records and signatures.

Before Plexus: fragmented processes and compliance complexity

Caidya’s legal workflows were hampered by disparate tools, lack of automation, and manual contract management stretched across departments. The need for a robust audit trail, regulatory compliance, and efficient matter management created bottlenecks. 

“We wanted to automate all processes related to documents, not just legal requests and approvals, but all of our document flow and matter management, while having a full audit trail,” said David Rifkind, Chief Legal Officer."

After Plexus: customised automation driving efficiency and compliance

By implementing a highly personalised Plexus platform, tailored specifically to Caidya’s regulated environment, the company achieved seamless end-to-end document and matter management. The platform integrated an eSignature app compliant with FDA Title 21 Part 11, ensuring global regulatory adherence across 28 countries.

The legal team centralised over 15,000 documents through Plexus’ bulk upload feature, enabling fast access and full metadata organisation, a cost-effective alternative to traditional solutions. Plexus Matter Management replaced their email-based system, handling 700+ legal support requests since October 2023, with efficiency metrics showing over 90% matter closure and average response times under two days.

Rifkind highlighted the significant operational gains:

“We might be one of the most customised instances of Plexus... the platform is a tremendous time saver because we can go through everything, drafting, negotiation, approvals, and signatures, seamlessly within the platform.”

Lasting benefits and future impact

• Regulatory Compliance: Plexus’ FDA-compliant eSignature tool ensures secure, legally binding documents across multiple jurisdictions.

• Enhanced Efficiency: Over 90% of matters are closed swiftly, with precise internal vs external turnaround tracking, enabling informed resource allocation.

• Scalability: User base expected to grow from 125 to over 1,500 across 41 global regions, supported by tailored features meeting department-specific needs.

• Cost-Effective Document Handling: Bulk upload tool efficiently manages large document volumes with full metadata, vastly reducing time and expense.

• Actionable Insights: Future analytics integrations will provide visibility on contract value and matter metrics, driving data-led decisions.

Rifkind sums up the partnership’s value:

“No other vendors provide the level of liaison, coordination, and development support as your team does... it will make me loyal for life to Plexus—whether I stay here or go elsewhere.”

By liberating Caidya’s clinical contract lifecycle with a uniquely customised, compliant, and automated Plexus platform, the legal team now operates with speed, transparency, and control, empowering global growth and innovation in life-changing therapies.