Sep 04 2020 09:25 PM
Sep 04 2020 09:25 PM
I have a general question about managing company policies and other documents across sites.
Using SharePoint online we have a HR site with a “Policies” document library, where for example a personnel policy is stored. We also have site for the Credit department where a credit policy is stored. And a site where a Compliance manual is stored etc. Everyone don’t have access to all the sites, since they are mostly department specific.
We employ a Compliance Manager, it is her job to update all these policies.
My question is; what is the best way to manage these docs and rollout the latest versions to the company?
1) should the Compliance Manager have full access to all these sites’ document libraries. And the others who should have access, have Read access. Enable versioning and so everyone who should have access, will have the latest version?
My concern with this is that the Compliance Manager (who are not the most tech savvy) would have to remember on which site and which document library all the documents she is supposed to maintain is saved.
2) or do I create a site for the Compliance Manager where all the policies are stored in one document library, where only she has access to it. Then we she updates a document, she forward a pdf version to the manager of the relevant department and that manager would upload it to the department’s document library? It feels like this sort defeats the purpose and it would be hard to manage whether all the latest versions are being in use.
3) or is it possible to do option 1 where the documents are saved across various sites’s libraries, but have the Compliance Manager sync all the documents (if it is possible to sync a single document) or libraries to somehow have a central view of all the docs she responsible for? Although I assume her view of that would then be in windows file explorer and not a view from within SharePoint.
4) or am I on the wrong track and there is just a different and way to do this?
Sep 05 2020 12:21 AM
Sep 05 2020 01:55 AM
Hi @Chris Webb
Everyone will not have access to the policies, so I won't be able to save all the policies in one library.
But from your reply, I gather that you don't think a library (to which only the compliance officer has access) with all the work/editable policies files - where she then distributes a copy of the latest final versions to the various departments - is the right way to go.
Seems like "add to Onedrive" will be rolled out to all by the end of September. From what I've seen it will apply to folders but not individual files.
Since it is not yet available on my tenant, I guess I'll add a Policies document to sites where applicable. She can then sync those libraries or else maybe tag the docs in a way that they are easy for her to search.
Sep 05 2020 12:57 PMSolution