It's something we take for granted, but it's also something that offers such power and a high degree of automation. Policies can be sent to individuals, departments, groups or to everyone, depending on the topic. Collaborate seamlessly with internal and external users with Office365 and SharePoint. The very latest version builds on this with a number of very useful features: 1. 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. 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. All Rights Reserved. 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 allows the users to find the previous version of a document without latest changes or compare changes with the most current copy. Click Add a retention stage for records… 2. 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 … more than anything else. TotalCompliance gives companies the ability to distribute policies and track their dissemination to employees. 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. Select a retention period option to specify when documents or items are set to expire. to manage your policy compliance is the obvious choice. Obviously, there are situations where employees don't read documents and these are sometimes the things that are of most interest to organizations. 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. Our customers have told us we have it spot-on. The daily problem organizations face are: . Ultimately, a P&P software is the best choice for your company to effectively manage policies and guarantee compliance. If you currently use email, paper and phone calls to distribute and track reports DocRead will save you money in days. Store multiple versions of a Policy or Procedure and SharePoint Alerts SharePoint document libraries can be configured to turn on “version management”. 1. 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 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. They always have done and they always will. 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. They always have done and they always will. TotalCompliance gives users the ability to create comprehension tests for policies and gives users extensive control in the configuration of those exams. TotalComplianceâs templating system allows policy creators to maintain consistent formatting across all policies and procedures. 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. 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. This SharePoint system can be used as a personal cloud with storage, archiving and tracking abilities. 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 has all of the authoring and collaboration features, but falls short of the distribution and tracking side. 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. Stateline, NV 89449
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. Filter by popular features, pricing options, number of users, and read reviews from real users and find a tool that fits your needs. 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. Since its early incarnations SharePoint has placed document management at the very core of what it does. 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. Because it is built on SharePoint, our Policy Management Software offers unique features that were designed with you in mind. However, SharePoint is missing some key features to make it viable as a way to fully manage, track and distribute policies. They must also specify the number of days a user has to read the policy. But how can IT make sure that content stays secure? If DocRead is something you would like to know more about then give us a call or drop us an email atsales@collaboris.com. +1 (800) 317-2820
Procedures are grouped together under one policy title. It Microsoft's fastest selling server product ever! 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. Organizations need to protect themselves, their customers and their shareholders. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: That feature is 'Smart Move'. Read more on Smart Move. Questions can also be weighted for improved scoring. 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. I want an employee to read a document in the default If you want to find out more about DocRead - why not take the tour ? SharePoint includes no ability to create quizzes to ensure employee understanding and compliance with new policies and procedures without expensive customization. Find out more about TotalComplianceâs Policy & Procedure Software, as well as its Risk Management Software by watching a two-minute demo. A perfect illustration of this is the up and coming quiz module which will be released by the end of the year. We talked to Microsoft MVP Jasper Oosterveld to learn his governance best practices for … One of the major requirements we set ourselves with DocRead was to integrate seamlessly into SharePoint. 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. You can use SharePoint for managing documents - if you set it up correctly. 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. 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. 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. After all non-compliance is the reason for those fines! We can also put you in contact with some of our customers so you get the real view of what they think! 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. 2. How to track who has read the policies and, sometimes more importantly, who has not. 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. SharePoint is big, really big! There are many features we are really proud of. All our customer feedback leads to the fact that DocRead is also extremely easy for end-users to use and requires minimal training. How to create, maintain, version and publish policies. Is anyone using a SharePoint Wiki, HTML, or some other format to document business processes? How to audit and prove who has read what policy and which version. You likely use Microsoft Office 365 â or certain components of it â to fulfill your business processes. 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. If your organizations documents are already in SharePoint, why learn, train on and pay for another external document and content management system? This article contains a high-level description of the various elements of a document management solution that is based on SharePoint Server. Features vital to ensuring compliance, such as targeted distribution efforts and policy quizzes will not be available to you, as well. SharePoint lacks a rich templating system to create documents and policies, because it is primarily a document sharing and collaboration platform. SharePoint is a document management database and collaboration platform that many companies use to manage their documents, including policies. TotalCompliance can also do more than just manage policies. Policies can be implemented to help an organization comply with legally mandated requirements, such as the need to retain records. 1. 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. 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. It now generates 2 billion dollars worth of revenue and if it was a company would be in the top world's biggest. 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. 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. 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. to make it viable as a way to fully manage, track and distribute policies. moreinfo@compliancebridge.com. Organizations need to protect themselves, their customers and their shareholders. 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. 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