When you have a large organization to run, one thing you do not want is the unorganized clutter of files and documents, especially of your policies and procedures. However, when the time arrives for the referencing of the old policies in internal and external audits, many companies regret making their decision to not consider their options for legacy policy storage and version history.
Many organizations previously stored their documents in a large physical storage facility, with over a decade of legacy records. These records were managed by record administrators who were responsible for creation of a document request system, index of paperwork and extraction of records upon request. These process often led to mishaps in document management in which documents would sometimes never be returned after extraction, resulting missing files without backup. Also, these offsite manual facilities consumed a lot of dollars for the facility renovations, inefficient materials, and employee resources.
Eventually, technology came into action and software was introduced. However corporate technology was limited to email systems, spreadsheets, and shared drives. These led to the new concerns about consequences of sensitive data storage, employee collaboration issues, and documentation issues. Documents were available yet obsolete and often there was a vast ambiguity in the versions, changes, and approval processes.
Convergepoint’s Policy Management Solution Provides an Archiving Framework
ConvergePoint ensures that you are not one of those companies who have to undergo the dilemma of failure at storing files. We have expanded the SharePoint platform to capture your versions, metadata, and legacy policies so that referencing old material is straightforward. Our way of storing old policies and procedures is to archive your old versions in a way that also keeps track of every single member of the team who has had his share of contribution in the making of old policies including their comments and discussions made related to those policies at all times. No longer will you have to search through endless email chains to see how documents evolved, the system gives a quick glance at all the versions and associated employee contributions. We also have automatic workflow renewals and thus we store a trail of full policy or the procedure lifecycle in detail.
We’ve made policies and procedures management an automated process. When the companies only take care of following a few key points when archiving their policies and procedures, they can create all their processes stress free and streamline flawlessly through their data management. These key points included designing of a process for versioning as well as creating a completely paperless system, hence finally leading to a completely and flawless paperless system to put your archiving nightmares to rest.