Controlled Access of Policy Materials for Private Policy Management
The key to private policy management is controlled access to policy materials. Your policies and procedures are private, they may include competitive advantages and they take a lot of time to create and maintain. If you email your policies to your employees to review, or if you are using a shared docs tool to get employees to review your policies you may be oversharing.
How can we get employees to review policies and restrict access to everyone else?
One of the simplest ways businesses get employees to review their policies is to print a copy of the policy, hand it to the employee, get them to read it and sign off that they agree to follow it. This may indeed be the best way to get your policies reviewed and an acceptance sign off.
When you get to 100 people the cost of the paper alone starts adding up. It also takes a lot of time to get to 100% acceptance by all your employees combined with the time it takes to distribute, collect and file all the paperwork. All of this time adds up to large costs from wages and resources that could be avoided.
This is what makes online policy management a better option when you have more people, more policies and are looking for a more cost-efficient policy management option. This online policy management allows for a central copy of your policy materials that you can give groups of employees controlled access to. This also gives you the ability to control access to policy sing-offs and control policy access for non-employees such as stakeholders etc.
The key to having controlled access is the "Access Code". When you want an employee to be able to review your policy manual you create an Access Code which is specific to that employee. It allows them to login and view the policy materials. You can create and send out Access Codes with one click, whether you have 5 people, 50 people or 500 people. It’s that simple.
Your Admin login puts you in control of your policy management. You can monitor and manage each person's progress, receive notifications as each person completes the policy review, and send out mass reminders to everyone who is not done.
Your materials are stored online making them easy to update and maintain. Use the Online Policy Builder tool to edit your policy content, replace a video, add a PDF. It's a great way to provide version control for your materials and serves as a functional online policy repository that helps make sure employees are able to review or renew the latest version of your policies.
With so much out of our control, it's nice to know your policy management can be within your control!