As part of an on-going series of posts illustrating how SharePoint can help manage the life-cycle of a policy, this post explains how SharePoint’s document management features can be used to help manage the creation and revision of a policy or procedure. This is why we built DocRead and why we have many happy, FSA fined Willis Limited 7 million pounds. Policy Management Software for Microsoft SharePoint DocRead is policy management software for SharePoint that helps target policies and procedures to groups of users in your organization. Although your company may already be using SharePoint, it is not a system built for policy management. It is also critical to meeting regulatory and compliance requirements as well as avoiding fines from overseeing agencies. © 2021 ComplianceBridge Corporation. Questions can also be weighted for improved scoring. How to create, maintain, version and publish policies. TotalCompliance offers all of the necessary features for policy and procedure creation, distribution and attestation. Click Add a retention stage for records… 2. If your organizations documents are already in SharePoint, why learn, train on and pay for another external document and content management system? If you want to find out more about DocRead - why not take the tour ? However, SharePoint is missing some key features to make it viable as a way to fully manage, track and distribute policies. Join us as we demonstrate how you can easily store policies and procedures anywhere in your SharePoint farm and leverage tools within SharePoint to find them. Typically, a policy and procedure management system such as TotalCompliance is prepared to manage the entire process from start to finish and does not require customization. Procedures are grouped together under one policy title. We knew as our customers used it they would be instrumental in driving it's direction. Policy administrators can instantly see who’s view and accepted or rejected a policy or they can evaluate exams as employees are working on them to measure performance, even before answers have been officially submitted. In this course, Gini Courter shows you the basics you need to get started using Microsoft SharePoint Server 2013 for business collaboration and real-time documentation sharing. Features vital to ensuring compliance, such as targeted distribution efforts and policy quizzes will not be available to you, as well. Tracking data in reports uniquely designed for proving compliance in the event of audits is an incredibly important factor to a robust policy management platform. Once published and approved, DocRead takes care of the rest. Managing the life-cycle of a policy is a big challenge. [email protected]. If your policies are stored in SharePoint then in no time at all you can start distributing them to groups of employees. Users can easily prove distribution efforts and attestation. Join Gini von Courter for an in-depth discussion in this video, Creating a document center for policies and procedures, part of SharePoint 2013 Essential Training. For many reasons including the current global economic crisis, increasing global trade and even the introduction of the internet has meant the regulatory burden on organizations is now heavier than ever. A perfect illustration of this is the up and coming quiz module which will be released by the end of the year. A recent example of a large fine in the UK was when the. I have created over 400 procedures as individual list items. Document Management Procedure Flowchart Example - Swimlane Style Document Management Principles The documents have to be formally managed with relation to content, naming, numbering, and authorization. Policy managers get a bird’s eye view of policies’ statuses, upcoming renewals and employees’ acknowledgements on real-time dashboards, while the software guides your team through the policy creation, distribution and acknowledgement processes. Records Management Procedure 6701‐PR1 Directory of Records Classification 0650 10 2 of 18 Procedure Procedure standardized through its management‐approved office responsible, and retention schedule. Employees will be notified of policy delivery and their review and attestation will be tracked and supervisors notified. This means if you have a 'New Starters' group - once a user gets put into that group, DocRead will intelligently decide that they haven't read key documents and will create reading tasks for them with a deadline. SharePoint is used for document management more than anything else. Read more on Smart Move. This might seem like an obvious one, but selecting SharePoint as your document management system of choice is the first step to success. Select a retention period option to specify when documents or items are set to expire. A recent example of a large fine in the UK was when the FSA fined Willis Limited 7 million pounds for non-compliance of the Bribery Act. We can also put you in contact with some of our customers so you get the real view of what they think! Likewise, if a user leaves the group then DocRead will remove the reading task and issue a negative receipt recording the fact that they never read the document. The daily problem organizations face are: . Store multiple versions of a Policy or Procedure and SharePoint Alerts SharePoint document libraries can be configured to turn on “version management”. Since its early incarnations SharePoint has placed document management at the very core of what it does. TotalCompliance allows the unique capability to monitor results in real-time. It has all of the authoring and collaboration features, but falls short of the distribution and tracking side. It now generates 2 billion dollars worth of revenue and if it was a company would be in the top world's biggest. to make it viable as a way to fully manage, track and distribute policies. DocRead is a SharePoint add-on that can used to distribute any document in any format (Word, Excel, PDF, web page, etc), to any group of employees and track that they have read it. To view all of the features for a policy management system, please look (and contribute) at "Policy Management Software - Features" on List.ly, or find out how DocRead for Sharepoint can help with ensuring policies are distributed. Emails are sent and web parts can be placed on any web page to ensure that there are no excuses! Auditing, to record the editing and viewing history of each employee-related document. With TotalCompliance, distribution and attestation can be more accurately tracked, quizzes can be as complex as needed with a variety of question types, and workflows are easily automated and configured to ensure policies are created and updated in a timely manner. 1. Stateline, NV 89449 For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: It just so happens that the majority of our customers use it to distribute policies as they are usually the ones that need tracking and acknowledging. Collaborate seamlessly with internal and external users with Office365 and SharePoint. SharePoint is big, really big! It can also create and disseminate fill-in forms, checklists, surveys, request forms, safety analyses, employee reviews and more. DocRead works by allowing a policy publisher to specify one or many groups to send a policy to. Smart Move means that once you assign a document to group with DocRead, DocRead will then take care of dynamically assigning reading task to the members of the group for as long as it's assigned. With so many options to tailor SharePoint to fulfill custom duties, it’s no surprise that many companies have been using it to manage their policies and procedures, but is it really a suitable alternative to P&P software? Where organizations don't comply, it's common practice for large fines or even prison sentences for owners and / or employees to be received. Attempting to configure it to manage your policies and procedures leaves you with gaps in areas such as employee compliance, attestation, reporting and audit tracking. All Rights Reserved. Real-time data tracking and monitoring for proving compliance in the event of audits are an incredibly important factor to a robust policy management platform and is a feature that SharePoint does not offer. Ultimately, a P&P software is the best choice for your company to effectively manage policies and guarantee compliance. Some would say that the ability to place a reading list web part on any page in any site and see your reading in one place is the killer. There are many features we are really proud of. As part of an on-going series of posts illustrating how SharePoint can help manage the life-cycle of a policy, this post introduces at a high-level the features SharePoint has on offer.To view a list of the required features for a policy management system, please look (and contribute) at "Policy Management Software - Features" and "Benefits of using SharePoint to manage policies and procedures"on List.ly. A good policy and procedure management system will also give the policy administrator a way to quickly track all documents and where they are in the process, in case of an audit. It's something we take for granted, but it's also something that offers such power and a high degree of automation. To learn how TotalCompliance is the best platform for the job, schedule a demo today! ComplianceBridge Corporation Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Where SharePoint Falls Short Compared to policy and procedure management systems, SharePoint is very weak in the areas of policy distribution, employee compliance, attestation, reporting and audit tracking. 2. It now generates 2 billion dollars worth of revenue and if it was a company would be in the top world's biggest. Where organizations don't comply, it's common practice for large fines or even prison sentences for owners and / or employees to be received. Through a series of background jobs we create each person in the group a 'reading task' and set them a deadline to acknowledge and agree to the policy. Compared to policy and procedure management systems, SharePoint is very weak in the areas of policy distribution, employee compliance, attestation, reporting and audit tracking. Schedule time to get feedback from the team about the new project management approach and using the Free SharePoint Template, for example, during the weekly team meeting. +1 (408) 689-8205 Written by ComplianceBridge Policies & Procedures Team on April 1, 2019. From create policies in SharePoint to scheduling reading tasks for employees, and tracking procedural compliance through reports and dashboards, learn how to maximize your investment in SharePoint for successful policy management. A product commonly utilized by organizations and enterprise companies is Microsoft SharePoint. The beauty of using SharePoint for policy management is that you can use all of the tools that you are familiar with and extend it in virtually unlimited ways. We're experts that can help you set up SharePoint document management, optimize it & leverage it for your business. Beyond Intranet’s Knowledge Management add-in helps to capture and share the key information within your company that enables effective decision making and accelerating company growth. It Microsoft's fastest selling server product ever! Is anyone using a SharePoint Wiki, HTML, or some other format to document business processes? Fortunately, these organizations are realizing how SharePoint, the platform they’re already using for collaboration and management, is a great option to handle SOP management. Legal/financial exposure from regulation violations can be mitigated if there is a strong Policy and Procedure Management backbone in place. But how can IT make sure that content stays secure? I am using SharePoint Online as a document management system. The benefits are numerous: giving policy administrators the ability to quickly distribute policies to employees, collaborate on policy updates and publish content to the community. 297 Kingsbury Grade, Suite 1180 It is also important to note that for policy management, many of the features you need in SharePoint, such as workflow customization, require integration with other Microsoft Suite programs, which may be an additional cost if you don’t already use those programs. If DocRead is something you would like to know more about then give us a call or drop us an email [email protected]. We wanted to make a product that Microsoft themselves would have made - had they had time. Policy management software is a tool that allows you to organize, edit, review, and distribute your policy and procedure documents. In this post I wanted to go over some of the main reasons why organizations need Policy Management Software in SharePoint and why using SharePoint and DocRead to manage your policy compliance is the obvious choice. Quickly browse through hundreds of Policy Management tools and systems and narrow down your top choices. For example, a Human Resources policy, used in an organization to ensure that employee records are handled in compliance with legally recommended guidelines, could include the following policy features: 1. Try Policy Management Software for SharePoint for Free PolicyTech software integrates seamlessly into Microsoft SharePoint PolicyTech provides a view of policy status and employees’ acknowledgements on real-time dashboards, while the software guides your team through the policy creation, distribution and attestation process. For as long as companies have existed, they have been regulated by governments, councils, watchdogs, regulatory bodies, shareholders and acts of law to name but a few. However, during a recent demonstration, it dawned on us that we have been underselling our 'killer feature'. Organizations need to protect themselves, their customers and their shareholders. One of the biggest trends in SOP management is how some of the country’s biggest organizations are migrating to SharePoint and adding new functionality to their existing platform. Using SharePoint Online Document Libraries as a Document Management System July 4, 2018 by Daler Sayfiddinov 20 Comments In the modern workplace we use multiple systems to accomplish business needs. TotalCompliance gives companies the ability to distribute policies and track their dissemination to employees. Any item that can be saved into a SharePoint document library or list can be assigned to a specific group of users so you can also assign office documents, videos, images and pdf's for example. Filter by popular features, pricing options, number of users, and read reviews from real users and find a tool that fits your needs. Because it is built on SharePoint, our Policy Management Software offers unique features that were designed with you in mind. As part of an on-going series of posts illustrating how SharePoint can help manage the life-cycle of a policy, this post introduces at a high-level the features SharePoint has on offer.To view a list of the required features for a policy management system, please look (and contribute) at ", In this post I wanted to go over some of the main reasons why organizations need. I want an employee to read a document in the default Quickly search knowledge on Policy and Procedure, FAQ, Best Practices & Document Templates. 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