The daily problem organizations face are: SharePoint is now used in 79% of Fortune 500 companies. Compared to policy and procedure management systems, SharePoint is very weak in the areas of policy distribution, employee compliance, attestation, reporting and audit tracking. 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. You can use SharePoint for managing documents - if you set it up correctly. 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. There are many features we are really proud of. 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 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 … However, SharePoint is missing some key features to make it viable as a way to fully manage, track and distribute policies. to manage your policy compliance is the obvious choice. It is also used as a network to centralize information, or as groupware with features such as project management or to handle internal communications. However, during a recent demonstration, it dawned on us that we have been underselling our 'killer feature'. Some would say that DocRead's ability to work on documents already managed in SharePoint is the killer. That feature is 'Smart Move'. 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. 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. 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. 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. Since its early incarnations SharePoint has placed document management at the very core of what it does. Each list item has a unique Procedure number. 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 SharePoint is now the worlds most popular document management … to make it viable as a way to fully manage, track and distribute policies. See the top 10 reasons to use SharePoint as a document management system. 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. SharePoint is a document management database and collaboration platform that many companies use to manage their documents, including policies. This SharePoint system can be used as a personal cloud with storage, archiving and tracking abilities. All Rights Reserved. It's something we take for granted, but it's also something that offers such power and a high degree of automation. For policy management in particular, SharePoint has many advantages over the traditional file-system, some are listed here: In contrast, a P&P software like TotalCompliance provides all of its features already within the program, with no extra software integration needed. 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. How to audit and prove who has read what policy and which version. 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. Where organizations don't comply, it's common practice for large fines or even prison sentences for owners and / or employees to be received. SharePoint lacks an organized, configurable distribution and attestation process as a standard capability. 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. 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. Organizations need to protect themselves, their customers and their shareholders. 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. How to create, maintain, version and publish policies. 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. Legal/financial exposure from regulation violations can be mitigated if there is a strong Policy and Procedure Management backbone in place. I want an employee to read a document in the default Read more on Smart Move. 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. Organizations are either in the process of moving their documents to SharePoint, or have already done so. It Microsoft's fastest selling server product ever! I am using SharePoint Online as a document management system. Users can easily prove distribution efforts and attestation. Organizations are either in the process of moving their documents to SharePoint, or have already done so. Select a retention period option to specify when documents or items are set to expire. 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. 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