How do distribute the correct policies to the correct groups of employees. I want an employee to read a document in the default Filter by popular features, pricing options, number of users, and read reviews from real users and find a tool that fits your needs. ComplianceBridge Corporation 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 explains how SharePoint’s document management features can be used to help manage the creation and revision of a policy or procedure. The very latest version builds on this with a number of very useful features: 1. 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 … 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. This is something we are really proud of! Compared to policy and procedure management systems, SharePoint is very weak in the areas of policy distribution, employee compliance, attestation, reporting and audit tracking. If you’re like most companies, you need a powerful policy management system. 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 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 can also create and disseminate fill-in forms, checklists, surveys, request forms, safety analyses, employee reviews and more. Legal/financial exposure from regulation violations can be mitigated if there is a strong Policy and Procedure Management backbone in place. 297 Kingsbury Grade, Suite 1180 Content can also be published for the public via a public portal that integrates with the company website. TotalCompliance offers all of the necessary features for policy and procedure creation, distribution and attestation. Organizations need to protect themselves, their customers and their shareholders. If you want to find out more about DocRead - why not take the tour ? Obviously, there are situations where employees don't read documents and these are sometimes the things that are of most interest to organizations. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: 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. A perfect illustration of this is the up and coming quiz module which will be released by the end of the year. It allows the users to find the previous version of a document without latest changes or compare changes with the most current copy. Where does this apply? 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. If DocRead is something you would like to know more about then give us a call or drop us an email atsales@collaboris.com. Auditing, to record the editing and viewing history of each employee-related document. 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. 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. This is why we built DocRead and why we have many happy customersusing it today. The lines between where SharePoint ends and DocRead starts are very blurred. Policies can be implemented to help an organization comply with legally mandated requirements, such as the need to retain records. 1. When the project is finished, carry out a project post-mortem to reflect on your … Some would say that DocRead's ability to work on documents already managed in SharePoint is the killer. Quickly search knowledge on Policy and Procedure, FAQ, Best Practices & Document Templates. Features vital to ensuring compliance, such as targeted distribution efforts and policy quizzes will not be available to you, as well. SharePoint is big, really big! Select a retention period option to specify when documents or items are set to expire. SharePoint is now the worlds most popular document management … more than anything else. 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. Although your company may already be using SharePoint, it is not a system built for policy management. Retention, to ensure that work-in-progress content is not kept for an unnecessarily long ti… 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. 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. It's something we take for granted, but it's also something that offers such power and a high degree of automation. +1 (408) 689-8205 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. This means you can - at last - have one document system not two! It is also critical to meeting regulatory and compliance requirements as well as avoiding fines from overseeing agencies. TotalCompliance gives companies the ability to distribute policies and track their dissemination to employees. 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. 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. 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. 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. It Microsoft's fastest selling server product ever! SharePoint includes no ability to create quizzes to ensure employee understanding and compliance with new policies and procedures without expensive customization. Where organizations don't comply, it's common practice for large fines or even prison sentences for owners and / or employees to be received. 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. It now generates 2 billion dollars worth of revenue and if it was a company would be in the top world's biggest. +1 (800) 317-2820 Users can easily prove distribution efforts and attestation. TotalCompliance allows the unique capability to monitor results in real-time. 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. 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. 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. 1. 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. 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. If you are worried about the history - we can also help you migrate documents and history from older systems. They must also specify the number of days a user has to read the policy. However, SharePoint is missing some key features to make it viable as a way to fully manage, track and distribute policies. 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. We're experts that can help you set up SharePoint document management, optimize it & leverage it for your business. 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. It Microsoft's fastest selling server product ever! Questions can also be weighted for improved scoring. 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 daily problem organizations face are: . 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. This is why we built DocRead and why we have many happy, FSA fined Willis Limited 7 million pounds. to make it viable as a way to fully manage, track and distribute policies. DocRead works by allowing a policy publisher to specify one or many groups to send a policy to. TotalCompliance can also do more than just manage policies. There are many features we are really proud of. That feature is 'Smart Move'. 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. See the top 10 reasons to use SharePoint as a document management system. We talked to Microsoft MVP Jasper Oosterveld to learn his governance best practices for … All Rights Reserved. Find and compare top Policy Management software on Capterra, with our free and interactive tool. Microsoft Office 365 has built-in SharePoint Online. 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. This SharePoint system can be used as a personal cloud with storage, archiving and tracking abilities. Each list item has a unique Procedure number. TotalCompliance gives users the ability to create comprehension tests for policies and gives users extensive control in the configuration of those exams. Since its early incarnations SharePoint has placed document management at the very core of what it does. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: 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. Quickly browse through hundreds of Policy Management tools and systems and narrow down your top choices. 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. 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. How to track who has read the policies and, sometimes more importantly, who has not. I have 25 users that are all employees under the same Office 365 subscription. 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. With all of the new and improved Microsoft Teams integrations, many organizations are starting to use Teams to collaborate on content. Document Management is SharePoint's biggest strength. SharePoint is a document management database and collaboration platform that many companies use to manage their documents, including policies. A recent example of a large fine in the UK was when the. We wanted to make a product that Microsoft themselves would have made - had they had time. 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. Emails are sent and web parts can be placed on any web page to ensure that there are no excuses! 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. They always have done and they always will. 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. Managing the life-cycle of a policy is a big challenge. SharePoint lacks an organized, configurable distribution and attestation process as a standard capability. But how can IT make sure that content stays secure? 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. We can also put you in contact with some of our customers so you get the real view of what they think! One of the major requirements we set ourselves with DocRead was to integrate seamlessly into SharePoint. Policy management software is a tool that allows you to organize, edit, review, and distribute your policy and procedure documents. You likely use Microsoft Office 365 – or certain components of it – to fulfill your business processes. 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. All our customer feedback leads to the fact that DocRead is also extremely easy for end-users to use and requires minimal training. Procedures are grouped together under one policy title. It has all of the authoring and collaboration features, but falls short of the distribution and tracking side. Our customers have told us we have it spot-on. We knew as our customers used it they would be instrumental in driving it's direction. moreinfo@compliancebridge.com. Organizations are either in the process of moving their documents to SharePoint, or have already done so. Organizations need to protect themselves, their customers and their shareholders. Once published and approved, DocRead takes care of the rest. 2. Written by ComplianceBridge Policies & Procedures Team on April 1, 2019. After all non-compliance is the reason for those fines! Employees will be notified of policy delivery and their review and attestation will be tracked and supervisors notified. 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. A product commonly utilized by organizations and enterprise companies is Microsoft SharePoint. to manage your policy compliance is the obvious choice. Read more on Smart Move. 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