Replace manual tasks with automated actions in policy management
Governance, risk, and compliance program management are all improved using electronic document control to manage policies and procedures. Document Locator provides a comprehensive approach that is document-centric and regulates the entire lifecycle of company policies and procedures.
Electronic policy and procedure management
Track results, not spreadsheets
Automate policy management
Improve quality & compliance
Send for required reading
Capture a record of receipt and acknowledgement
Capture a record that policies, procedures, SOPs, manuals and other important documents have been received and read by employees with Required Reading and Read and Acknowledge tools built-in to Document Locator. Policy managers can distribute files to groups of employees or the entire organization. When published, a workflow sends electronic notifications to individuals that they are required to read the document, and after reading they must affirm they have read and understood. Required Reading requires the user to indicate they have read the document. Read and Acknowledge adds a digital signature that becomes part of the document stored in the employee’s record.
A recent FDA audit clearly demonstrated the value of Document Locator by reducing the time it took us to retrieve requested records in half.”
Policy and Procedure Management Features
Several ways to search files
Document Locator is a centralized platform for managing and distributing policies and procedures.
As revisions are made, changes are captured and reviews and approvals are recorded. When completed, electronic notifications inform those who must confirm they have read and understand.
Policy approval with DocuSign
Completed policies can be routed to DocuSign for signature. Approvers are notified via email to sign the policy in DocuSign. Once signed, the policy is published in Document Locator and routed for required reading.
How can document control software improve policy management?
Document control software ensures that all policies are current, easily accessible, and properly maintained. It automates the creation, review, approval, distribution, acknowledgement, and archiving of policies, minimizing errors and ensuring adherence to regulations.
Document control software enhances accountability and transparency, centralizing policy storage and implementing version control to ensure only the latest, approved policies are in circulation. Features like automated audit trails and access controls provide detailed records of policy changes and user interactions, supporting compliance efforts and fostering a culture of continuous improvement and quality assurance.
Policy Management FAQs
Policy management is the process of creating, implementing, maintaining, and updating policies and procedures within an organization to ensure that employees are aware of the guidelines and standards they need to follow for compliance with legal, regulatory, and internal requirements.
Managing policies and procedures involves developing clear policies, distributing them to employees, providing training, regularly reviewing and updating the policies, and ensuring they are accessible and acknowledged. A document control system streamlines these processes by offering a centralized platform for creating, distributing, updating, and tracking compliance with organizational guidelines and standards.
Companies benefit from policy and procedure management by ensuring compliance with laws and regulations, reducing risks and avoiding legal penalties, improving operational efficiency and consistency, and enhancing employee performance and accountability.
Ensuring compliance involves regular training and communication to ensure employees understand the policies, conducting audits and assessments to verify acknowledgment and adherence, implementing a system for reporting and addressing non-compliance, and providing easy access to policies and procedures.
Confirming that employees have read policies and procedures within a document control system involves requiring digital acknowledgments, where employees confirm they have read and understood the policies. Administrators can then use reporting features to track who has and has not acknowledged policies and procedures.
Ready for a Policy Management Demo?
Fill out the form to get started.