Here are the top 10 features that a fully functioning Policy and Procedure Management system must provide so that policies are known to all, easily accessed and always current and correct. We're experts that can help you set up SharePoint document management, optimize it & leverage it for your business. Keeping documentation on policies, procedures, and guidelines up-to-date – and making sure the responsible employees read and abide by them – is one of the major headaches of many businesses. I want an employee to read a document in the default 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. It is also used as a network to centralize information, or as groupware with features such as project management or to handle internal communications. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: 297 Kingsbury Grade, Suite 1180 Users can easily prove distribution efforts and attestation. 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. 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. Questions can also be weighted for improved scoring. You can use SharePoint for managing documents - if you set it up correctly. 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. How to track who has read the policies and, sometimes more importantly, who has not. It now generates 2 billion dollars worth of revenue and if it was a company would be in the top world's biggest. 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. 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. I have created over 400 procedures as individual list items. If you’re like most companies, you need a powerful policy management system. moreinfo@compliancebridge.com. 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. Where organizations don't comply, it's common practice for large fines or even prison sentences for owners and / or employees to be received. 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. It Microsoft's fastest selling server product ever! Features vital to ensuring compliance, such as targeted distribution efforts and policy quizzes will not be available to you, as well. 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. 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. Our customers have told us we have it spot-on. 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. 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. 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. Organizations are either in the process of moving their documents to SharePoint, or have already done so. 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. 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. But how can IT make sure that content stays secure? SharePoint 2013 Information Management Policy with Workflow If you’ve ever wanted to set an Information Management Policy for a SharePoint 2013 document library and weren’t sure how to go about doing this, well this post if for Organizations need to protect themselves, their customers and their shareholders. Each list item has a unique Procedure number. Our organization uses Salesforce as well, and Salesforce has a pretty powerful KnowledgeBase tool, but I'd prefer to keep our processors in SharePoint since that is … 1. 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. to make it viable as a way to fully manage, track and distribute policies. Retention, to ensure that work-in-progress content is not kept for an unnecessarily long ti… 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. 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. How to audit and prove who has read what policy and which version. Click Add a retention stage for records… 2. Since its early incarnations SharePoint has placed document management at the very core of what it does. That feature is 'Smart Move'. If you currently use different policy management software outside of SharePoint and are forced to store documents in two places then we believe that DocRead is so competitively priced that you will still be able to save money by moving to DocRead in SharePoint. There are many features we are really proud of. SharePoint is a document management database and collaboration platform that many companies use to manage their documents, including policies. The lines between where SharePoint ends and DocRead starts are very blurred. Policy management software is a tool that allows you to organize, edit, review, and distribute your policy and procedure documents. See the top 10 reasons to use SharePoint as a document management system. Find and compare top Policy Management software on Capterra, with our free and interactive tool. With all of the new and improved Microsoft Teams integrations, many organizations are starting to use Teams to collaborate on content. Obviously, there are situations where employees don't read documents and these are sometimes the things that are of most interest to organizations. 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. It has all of the authoring and collaboration features, but falls short of the distribution and tracking side. Store multiple versions of a Policy or Procedure and SharePoint Alerts SharePoint document libraries can be configured to turn on “version management”. Unlike SharePoint, TotalCompliance maintains detailed records of who has read, tested and signed off on new policies and procedures and can generate custom reports for auditing purposes. I have 25 users that are all employees under the same Office 365 subscription. Auditing, to record the editing and viewing history of each employee-related document. This SharePoint system can be used as a personal cloud with storage, archiving and tracking abilities. Quickly browse through hundreds of Policy Management tools and systems and narrow down your top choices. If you want to find out more about DocRead - why not take the tour ? TotalCompliance gives users the ability to create comprehension tests for policies and gives users extensive control in the configuration of those exams. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: These are just some of the fantastic features that SharePoint gives you and are some of the major reasons why nearly all organizations have moved to SharePoint as a document management system. This article contains a high-level description of the various elements of a document management solution that is based on SharePoint Server. 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. It Microsoft's fastest selling server product ever! However, during a recent demonstration, it dawned on us that we have been underselling our 'killer feature'. To learn how TotalCompliance is the best platform for the job, schedule a demo today! It allows the users to find the previous version of a document without latest changes or compare changes with the most current copy. 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. Read more on Smart Move. To answer this question, we will be comparing SharePoint with TotalCompliance by ComplianceBridge, a platform specifically designed and intended to streamline the policy and procedure management life cycle. 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. SharePoint lacks a rich templating system to create documents and policies, because it is primarily a document sharing and collaboration platform. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: Select a retention period option to specify when documents or items are set to expire. SharePoint is big, really big! They always have done and they always will. Quickly search knowledge on Policy and Procedure, FAQ, Best Practices & Document Templates. It is also critical to meeting regulatory and compliance requirements as well as avoiding fines from overseeing agencies. All our customer feedback leads to the fact that DocRead is also extremely easy for end-users to use and requires minimal training. 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. +1 (800) 317-2820 We talked to Microsoft MVP Jasper Oosterveld to learn his governance best practices for … Procedures are grouped together under one policy title. 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. 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. 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. 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. They always have done and they always will. Policies can be sent to individuals, departments, groups or to everyone, depending on the topic. 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. TotalCompliance offers all of the necessary features for policy and procedure creation, distribution and attestation. TotalCompliance’s templating system allows policy creators to maintain consistent formatting across all policies and procedures. 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. How to create an intelligent document management process using SharePoint and Flow – Part One June 8, 2019 by Daler Sayfiddinov 11 Comments In most organizations, there is a business process in the system which aims to store and send document packages. SharePoint is used for document management more than anything else. The daily problem organizations face are: SharePoint is now used in 79% of Fortune 500 companies. In contrast, a P&P software like TotalCompliance provides all of its features already within the program, with no extra software integration needed. How do distribute the correct policies to the correct groups of employees. The software allows you to customize workflows that determine which employee or group is Managing the life-cycle of a policy is a big challenge. 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. Content can also be published for the public via a public portal that integrates with the company website. TotalCompliance gives companies the ability to distribute policies and track their dissemination to employees. If your organizations documents are already in SharePoint, why learn, train on and pay for another external document and content management system? Employees will be notified of policy delivery and their review and attestation will be tracked and supervisors notified. 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. Microsoft Office 365 has built-in SharePoint Online. 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. 1. Although your company may already be using SharePoint, it is not a system built for policy management. However, SharePoint is missing some key features to make it viable as a way to fully manage, track and distribute policies. The daily problem organizations face are: . SharePoint is now the worlds most popular document management … You likely use Microsoft Office 365 – or certain components of it – to fulfill your business processes. SharePoint lacks an organized, configurable distribution and attestation process as a standard capability. This is simply solved by using DocRead Reports which are built into SharePoint and allow administrators to concentrate their efforts on those employees whose tasks are overdue. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: These are just some of the fantastic features that SharePoint gives you and are some of the major reasons why nearly all organizations have moved to SharePoint as a document management system. This might seem like an obvious one, but selecting SharePoint as your document management system of choice is the first step to success. 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. A product commonly utilized by organizations and enterprise companies is Microsoft SharePoint. to manage your policy compliance is the obvious choice. They must also specify the number of days a user has to read the policy. When the project is finished, carry out a project post-mortem to reflect on your … 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. Document Management is SharePoint's biggest strength. 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. After all non-compliance is the reason for those fines! It has all of the authoring and collaboration features, but falls short of the distribution and tracking side. ComplianceBridge Corporation more than anything else. If DocRead is something you would like to know more about then give us a call or drop us an email atsales@collaboris.com. We knew as our customers used it they would be instrumental in driving it's direction. 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. Once published and approved, DocRead takes care of the rest. 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. Legal/financial exposure from regulation violations can be mitigated if there is a strong Policy and Procedure Management backbone in place. One of the major requirements we set ourselves with DocRead was to integrate seamlessly into SharePoint. 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. Collaborate seamlessly with internal and external users with Office365 and SharePoint. Policy and Procedure Creation Create, review and approve policies and procedures in a single system that uses rules based workflows to connect the right employees at the right time, all within your Office 365 SharePoint Online It can also create and disseminate fill-in forms, checklists, surveys, request forms, safety analyses, employee reviews and more. All Rights Reserved. DocRead works by allowing a policy publisher to specify one or many groups to send a policy to. Stateline, NV 89449 Over a dozen test metrics help users construct exams that are as simple as yes/no questions or as difficult as fill-in-the-blank. 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. This is something we are really proud of! Is anyone using a SharePoint Wiki, HTML, or some other format to document business processes? TotalCompliance can also do more than just manage policies. 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. Filter by popular features, pricing options, number of users, and read reviews from real users and find a tool that fits your needs. When it comes to policy and procedure management and ensuring compliance, using software specifically focused on policy management can only improve your company and its compliance statistics. © 2021 ComplianceBridge Corporation. 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. Organizations are either in the process of moving their documents to SharePoint, or have already done so. Compared to policy and procedure management systems, SharePoint is very weak in the areas of policy distribution, employee compliance, attestation, reporting and audit tracking. The very latest version builds on this with a number of very useful features: 1. DocRead took many years to build - we never rushed it, we haven't piled it high with features, we concentrated on crafting a product with performance, security and ease of use in mind. 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. It now generates 2 billion dollars worth of revenue and if it was a company would be in the top world's biggest. If you are worried about the history - we can also help you migrate documents and history from older systems. Policies can be implemented to help an organization comply with legally mandated requirements, such as the need to retain records. Ultimately, a P&P software is the best choice for your company to effectively manage policies and guarantee compliance. A perfect illustration of this is the up and coming quiz module which will be released by the end of the year. This is why we built DocRead and why we have many happy customersusing it today. TotalCompliance allows the unique capability to monitor results in real-time. Organizations need to protect themselves, their customers and their shareholders. I am using SharePoint Online as a document management system. This means you can - at last - have one document system not two! 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. Where organizations don't comply, it's common practice for large fines or even prison sentences for owners and / or employees to be received. How to create, maintain, version and publish policies. 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. 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. If your policies are stored in SharePoint then in no time at all you can start distributing them to groups of employees. A recent example of a large fine in the UK was when the. This is why we built DocRead and why we have many happy, FSA fined Willis Limited 7 million pounds. 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