10-01-2020 02:18 AM
10-01-2020 02:18 AM
Being an enterprise organization we always had to take care of our policy and procedure documents. These documents needed to be easily retrievable and safely stored. Since SharePoint is already a great document management tool, it was easy to have a Policy and Procedure management system based in SharePoint. Most of the users are already familiar with SharePoint, which made adoption a less costly process, saved up in training. By using a policy management system, we could store all of our procedure files in one easily searchable location. The painful process of searching through emails or digging through physical drawers is no more. Instead, our users are able to use the system's built-in search mechanism to quickly find the policy documents they're looking for. This saved us time and ultimately money as we no longer need to spend money printing our company's policies and procedures.
Other factors that made SharePoint a good choice for this is, the secure storage in SharePoint, the documents are safely stored and the access control lies with our SharePoint Admin. We are able to set permissions and access based on roles assigned to users. This way, we can set it so that we need to have x role to view y document. This helped us keep everything safe and away from unauthorized eyes.
Compliance is a major issue for many companies like us. The policy and procedure management system allows us to track everything regarding our documents. That makes it so we can track who has done what in case we need to conduct an audit. We can track who has seen what policies in case we're making it mandatory to access these documents. This gives us full security and allows us to say that we did everything to maintain compliance in case any issues arise.
Sometimes a revision is made to a policy that doesn't go over super well. Other times, someone makes a mistake and you need to roll it back. In either case, a policy and procedure management system will give us access to version control. Version control allows us to see what changes have been made and roll them back if you so choose. This gives you full control over your policy documents so you can know that what you're putting out is accurate.