We knew as our customers used it they would be instrumental in driving it's direction. We talked to Microsoft MVP Jasper Oosterveld to learn his governance best practices for … They must also specify the number of days a user has to read the policy. To learn how TotalCompliance is the best platform for the job, schedule a demo today! 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. ComplianceBridge Corporation Although your company may already be using SharePoint, it is not a system built for policy management. Policies can be implemented to help an organization comply with legally mandated requirements, such as the need to retain records. 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 software allows you to customize workflows that determine which employee or group is For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: 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. 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. TotalCompliance’s templating system allows policy creators to maintain consistent formatting across all policies and procedures. SharePoint is a document management database and collaboration platform that many companies use to manage their documents, including policies. Policies can be sent to individuals, departments, groups or to everyone, depending on the topic. TotalCompliance offers all of the necessary features for policy and procedure creation, distribution and attestation. Users can easily prove distribution efforts and attestation. 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. 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. It now generates 2 billion dollars worth of revenue and if it was a company would be in the top world's biggest. See the top 10 reasons to use SharePoint as a document management system. 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. This SharePoint system can be used as a personal cloud with storage, archiving and tracking abilities. The lines between where SharePoint ends and DocRead starts are very blurred. 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. 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. 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. Read more on Smart Move. If you are worried about the history - we can also help you migrate documents and history from older systems. 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. Ultimately, a P&P software is the best choice for your company to effectively manage policies and guarantee compliance. © 2021 ComplianceBridge Corporation. 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. The daily problem organizations face are: . TotalCompliance gives companies the ability to distribute policies and track their dissemination to employees. Compared to policy and procedure management systems, SharePoint is very weak in the areas of policy distribution, employee compliance, attestation, reporting and audit tracking. Store multiple versions of a Policy or Procedure and SharePoint Alerts SharePoint document libraries can be configured to turn on “version management”. TotalCompliance gives users the ability to create comprehension tests for policies and gives users extensive control in the configuration of those exams. Retention, to ensure that work-in-progress content is not kept for an unnecessarily long ti… A perfect illustration of this is the up and coming quiz module which will be released by the end of the year. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: 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. 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. If your organizations documents are already in SharePoint, why learn, train on and pay for another external document and content management system? SharePoint is big, really big! Auditing, to record the editing and viewing history of each employee-related document. 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 very latest version builds on this with a number of very useful features: 1. 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 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. 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