Managing policies in a fast-paced, compliance-driven environment can be a daunting task. Our eBook, Effective Policy Management and Compliance Best Practices, is a comprehensive guide to simplifying document control and version management using SharePoint, a widely used document repository.
Drawing from years of experience in guiding organizations to implement efficient policy management processes, we have compiled practical strategies to help you overcome common challenges like outdated policies, version control errors, and compliance risks.
eBook: Effective policy management and compliance best practice
Key highlights:
- Keep document titles simple
Avoid cluttering document titles with unnecessary details such as control codes or department names. SharePoint’s version history and metadata features can handle those details, ensuring your titles remain clean and clear. - Effective version control
A streamlined version control process is essential. Start with minor versions (e.g., 0.1), progress through reviews, and upgrade to major versions (e.g., 1.0) only after approval. This ensures that only the most recent, validated versions are used across your organization. - Block editing of live documents
Prevent unauthorized edits to live policies. Only approved versions should be accessible for end users, while drafts remain in a separate library, ensuring integrity and compliance. - Set expiry dates and block downloads
Every document should have an expiry date to trigger periodic reviews. SharePoint allows you to restrict downloads, ensuring that outdated documents are not mistakenly used. - Standardized policy formats
Consistent formatting enhances readability. Each policy should include essential information such as version control tables, and appendices should be kept in separate documents to avoid clutter. - Archiving and document control
Even obsolete policies should be archived rather than deleted, ensuring historical records are maintained for audits. SharePoint’s version history feature keeps a record automatically, saving time and effort.
Why Xoralia?
Managing policies manually can be overwhelming, but it doesn’t have to be. Xoralia, a product born from our extensive experience in policy management, automates the entire process. With Xoralia, you can ensure compliance, reduce errors, and simplify document control, all while freeing up time to focus on strategic tasks.
If you’re looking to streamline your policy management and ensure full compliance, explore how Xoralia can transform your processes.
