How To Manage Policy And Procedure Documents In SharePoint

Nowadays, SharePoint is the most popular and productive document management system. It offers users ample opportunities, and it’s the best solution to manage policies and procedures.

Store Policies in Document Libraries (not on the file system)

SharePoint document libraries have numerous benefits for storing policies.

  • customizable views
  • ability to filter and sort
  • addition of new columns / metadata
  • ability to trigger workflows
  • it allows documents to be managed and versioned

NOTE

A SharePoint workflow is made up of automated steps where a document gets approved by one or more people in the organization.

Store multiple versions of a Policy or Procedure and SharePoint Alerts

SharePoint document libraries can be configured to turn on “version management”. It allows the users to find the previous version of a document without latest changes or compare changes with the most current copy.

Also, users can check for new updates by SharePoint Alerts. It allows users to get notifications about any changes in policies or others event in SharePoint,

SharePoint Workspace

This application allows synchronizing the assets (such as policies) between a desktop and SharePoint. Users work with local copies of documents where there is no connection to SharePoint without browser access.

Next time a user connects to SharePoint, the Workspace synchronizes the assets again between a desktop and SharePoint.

Security model SharePoint

The security model allows users to control who can view, edit, or delete something. Moreover, this model grants permissions to the groups and allocates them among users.

Document ID Service

The Document ID Service in SharePoint has two major benefits.

  • Users can identify each document in a site collection with a unique id of a document. It allows you to reduce the risk of ambiguity where two documents are named the same or similarly.
  • Users have access to the document via a URL without location-specific information. It allows the link to remain intact despite the document moves.

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