H O W C A N

B E N E F I T Y O U R

B U S I N E S S ?

P O L I C Y M A N A G E M E N T

S O F T WA R E

In today’s corporate

world, it is essential

for executives to set

official policies and

procedures in

writing. In recent

years, a number of

software programs

have been devised to

help companies with

this important

business function.

Below we’ll explore

the various facets

and advantages of

policy and procedure

management

software.

W HAT I S P OLICY M A N A G E M E N T

S O F T W A R E ?

This kind of software

provides a centralized

solution for generating,

distributing, and storing

official policy and procedure

paperwork.

It can also be used to

disseminate other types of

important documentation,

such as tests, surveys, and

questionnaires.

It’s even possible to use it to

distribute audio/video files.

P R E V E N T I N G

L E G A L P R O B L E M S

It’s important to confirm that

company personnel has received

and reviewed policy and

procedure documents—failure to

accomplish this can lead to serious

legal repercussions. This software

helps businesses track this data.

The software logs the date and

time when a particular employee

has accessed a document.

The system also stores the

employee’s official confirmation

that they accept the terms of the

document.

T R A C K I N G H I S T O R I C A L V E R S I O N S O F D O C U M E N T S

In general, policy documents are

subject to periodic revisions.

This can cause problems if there

is any ambiguity about the exact

time a particular policy went

into effect, or when it was

updated.

Policy and procedure

management software can

archive different versions of a

policy document, including

employee acceptance of terms.

L O N G - T E R M D O C U M E N T S T O R A G E

It’s wise for companies to retain

policy and procedure documents as

long as possible, even after this

documentation has been updated or

otherwise rendered obsolete. A

business that cannot produce these

old documents may have trouble

defending itself in court if an ex-

employee presses a wrongful

termination or harassment suit.

This software can store these

documents for many years on a

secure server, where they can be

easily retrieved.

T A R G E T E D D I S T R I B U T I O N O F D O C U M E N T S

Policy and procedure

management software allows

executives to send these

documents and related files

only to personnel who need

to see them. The system can

be set to distribute a

particular document to a

specific individual, a

department, or the entire

company.

Similarly, the system can

protect privacy by restricting

employee access to stored

documents so a worker will be

able to review only those files

that pertain to their position.

Unclear company policies can lead to

confusion that harms productivity. It can

also cause morale-damaging conflicts if

employees haven’t been properly informed

I M P R O V I N G E F F I C I E N C Y

about policies governing interpersonal conduct. Policy management software

provides a convenient central location where employee handbooks and other

relevant documents can be easily consulted.

C O N S I S T E N T D O C U M E N T F O R M A T T I N G Because policy and procedure

documents tend to be created

and updated on an ongoing basis,

these files often become a

patchwork of different formats

and designs. This looks

unprofessional and may confuse

personnel.

Policy and procedure

management software solves the

problem by standardizing the

formatting and structure of these

documents.

The ComplianceBridge Corporation

manufactures a variety of web-

based solutions that enable

businesses to manage their

compliance and IT responsibilities.

Founded in 2006, the company is

headquartered in Silicon Valley,

CA. Learn more at

compliancebridge.com.

Sources

• http://compliancebridge.com/products/policy-procedure-management/benefits.html

• http://compliancebridge.com/products/policy-procedure-management/features.html

• http://compliancebridge.com/products/policy-procedure-management.html