Category Archive
Postedby Chris Anderson on 10-06-2011
A policy or procedure can be written down on paper but frankly, that is the old paradigm from the days of three-ring binders and manual paper-based systems. I know that many companies are still using such systems today but with the advent of Internet based procedure management software and mobile applications, the paradigm is shifting. (more…)
Postedby Chris Anderson on 05-03-2011
Document control is a common function within quality management systems for ISO, JCAHO, FDA, GMP, ITIL, SOX, and many other standards or regulations. Document control has been around for decades. In the old days it was all about controlling paper documents. Then, along came electronic documents and a whole new world was created. Yet, paper based systems remain today in many organizations that have yet to upgrade to more modern methods. This leads us to make many common document control mistakes.
Do you make any of these document control mistakes?
1. Assuming your document files are backed up on a regular basis.
Sometimes files are backed up and sometimes there not. The only way to make sure that your files are backed up is to recover a missing file. How long does it take? Hours or days to recover a file? Who knows how to do it and has time to get your file? Many assumptions are made about the backup process at any company. Unfortunately, most people don’t test their assumptions until it is too late and they really need a file. Products like OnPolicy archive all of your documents automatically and prevent you from deleting released documents.
2. Saving document revision files under a new name.
Most people use MS-Word and MS-Word does not have a very good revision system. It has a feature to “Track Changes”, which adds a lot of comments and colored text from each reviewer. It used to have a version control feature (prior to Word 2007) that was removed. If you are like most than you are probably saving your documents with a new name like document-name-Rev-1. Then you have to remember to save the new version as Rev-2 or else you will overwrite your original and you will have to test your backup recovery system (see 1 above). OnPolicy saves each file version for you, separate from the original document.
3. Using a shared hard drive to store your documents and files.
Shared hard drives are easy to implement. Just purchaser a network hard drive and connect it to your network. Now everyone has access to the new hard drive space, but who has control. Setting up access controls can be an issue. So most people don’t have any access controls. The result: document files get deleted, changed, renamed, or moved. If you do not have access control then you do not have document control either. ). OnPolicy provides access control by department, category, and by user roles as an editor or reader to prevent unauthorized changes.
4. Not using document templates.
If all of your employees write procedures from scratch every time then you will end up with different styles, formats, and structures that will confuse anyone trying to use your documents. Document templates provide a standard format. What is even better is having access to a library of best practices that you could edit to make your own. Bizmanualz provides standard content in MS-Word for easy editing and customization.
5. Printing paper drafts for review.
Paper is easy to print but it is not so easy to distribute to reviewers. Document reviewers will mark-up your paper and give it back to you. Now you have to implement the revisions. If you had it all online in a system like OnPolicy, then you could route your documents to your document reviewers electronically. They could enter their changes electronically, and then you could edit them electronically. This works even better if you have a lot of locations.
6. Using MS-Word to distribute your final documents to employees.
Most people use MS-Word to write their policies and procedures. But if you send the original MS-Word file to your employees, your employees could make changes that others will not know about. OnPolicy uses PDF files to distribute your documents which allows you to maintain control over your documents and keep unauthorized changes in check.
7. Distributing paper documents to employees.
Paper and three-ring binders have been used for decades to house and distribute policies and procedures. But paper is a lot harder to control. Paper gets lost. And paper gets forgotten. Today, everything is moving online and onto the internet. More and more employees have computers, smart phones, or access to one during the workday. Eliminating paper save trees, improves document control, and allows for a more effective management system.
8. Not collecting older revisions from your employees.
It is a lot harder to retrieve outdated pieces of paper hanging around the office. It is common to find an old employee handbook that was given to an employee on their first day – 10 years ago. Electronic online controls ensure that only the latest, most up-to-date copy of any important document is maintained and managed in the system.
9. Designing your own document control system.
Many organizations decide to design their own document control software. SharePoint is the most common platform. But SharePoint is not a document control system and unless you are a SharePoint Designer you will end up with an expensive IT project with software designed by software engineers that are not document compliance and control experts. Many such projects eventually are abandoned. It is a lot easier to purchase a pre-built system, designed by document control experts, then to build your own software product.
10. Receiving document control audit findings.
The most common ISO audit finding is document control. Procedures are not followed, controlled, backed-up appropriately, retained, or kept legible. In just about any audit you can find a document control audit finding if you wanted to. But, using electronic document control software will virtually eliminate any such finding. Document control software prompts you to review, approve, release, and even read documents. They remain legible, get backed-up, and provide the access control you need to stay in compliance.
Now you should be better prepared to prevent making these Top Ten Document Control Mistakes. Bizmanualz new OnPolicy software will eliminate these document control mistakes. Try OnPolicy FREE for 30-days to make managing your policies, procedures and forms easier.
1. Assuming your document files are backed up on a regular basis.
2. Saving document revision files under a new name.
3. Using a shared hard drive to store your documents and files.
4. Not using document templates.
5. Printing paper drafts for review.
6. Using MS-Word to distribute your final documents to employees.
7. Distributing paper documents to employees.
8. Not collecting older revisions from your employees.
9. Designing your own document control system.
10. Receiving document control audit findings.
Postedby Steve Flick on 02-22-2011
During the “beta test” phase of developing our OnPolicy™ document management software, our beta testers have been coming up with great questions, some of which we thought we’d share with you in advance of our formal launch. For example:
1. What document formats are supported by OnPolicy™?
The OpenSource code behind OnPolicy will support many common document formats, such as:
2. Why are all of our documents converted to “.pdf” files?
In OnPolicy™, released documents are converted from their native formats to “.pdf” to lessen the likelihood that document “Readers” — personnel assigned read-only access to documents — can modify your documents.
3. Where are our documents stored?
All documents are stored in a “SAS 70 Type II Certified” data center, which is also one of the largest colocation facilities in the central United States.
4. How do we know we’re the only ones who have access to our company’s documents?
We’re using all available means to reasonably secure your data, including:
5. Can I set different access levels for different users?
OnPolicy™ Administrators can create users and assign them roles (e.g., Reader, Editor). Roles define responsibilities and accessibility of documentation and features.
6. Can documents be deleted?
7. Can documents be recovered?
If you have other questions about OnPolicy™ software-as-a-service document management, please:
We’re happy to be of service.
Postedby Chris Anderson on 10-25-2010
Information technology is changing the way business operates and increasing the need for consistent computer usage, security, and clear policies. Establishing policies and procedures for Information Technology (IT) management issues like:
is now easier than ever using MS-Word templates available in the Computer and Network Policies, Procedures and Forms manual. The IT manual enables business owners, IT managers, and IT departments to use customizable prewritten documents to protect and control their IT assets.
Easy IT Standards Compliance
Today’s business owners, Chief Information Officers (CIO), Chief Operating Officers (COO) and business leaders are required to comply with various federal regulations and international IT standards (e.g., Sarbanes-Oxley, COBIT, ITIL, ISO 27000, ISO 20000). To meet these regulations, companies must demonstrate adequate internal controls of business records, information security, and quality management through effective use of policies and procedures and/or associated document compliance management software.
Computers and IT are important parts of business operations, routinely storing and circulating volumes of information between various business processes. Many business functions necessitate the use of computer systems and networks. Since businesses and computer systems are increasingly interconnected, the need for controls such as IT policy, information security and computer usage guidelines become equally important.
The “Computer & Network Policies, Procedures, and Forms” manual addresses critical IT management issues and is an invaluable resource for any IT manager or IT department. It complements our highly successful Accounting Policies, Procedures, and Forms Manual and, when combined, both publications provide a complete compliance solution.
Facilitate IT Management
The Computer & Network (or the IT) Manual provides a framework upon which a company of any size can improve the capabilities of their current IT system, systematically forecast IT needs and budgets, facilitate IT asset management, and resolve IT security issues.
By addressing core IT management issues, this manual helps many small and medium size companies that don’t have an experienced CIO leading the way to formulate best practices and optimal standards to establish a formal IT policy. This is the first publication to identify and provide the guidance and the tools for business leaders to accurately and efficiently determine the hardware, software, training, and security requirements of the organization.
Easy MS-Word Customization
The Computer and Network Policies, Procedures, and Forms Manual discusses strategic IT management issues including IT security, control of computer and network assets, and includes a section on creating your own information systems manual along with a computer and IT security policy guide. Since all this content is available in editable MS-Word files, you can easily edit and customize the manual to create your own IT policy and corresponding procedures. View a free sample from the manual today.
Postedby Dan Davison on 08-13-2010
We would like to thank those of you who participated in our initial round of testing Bizmanualz On-Line.
Bizmanualz OnPolicy is a software service in which quality professionals, departments heads and managers can review, approve and release controlled documentation as required by ISO and other compliance standards.
Recently Bizmanualz issued free trial and test instances of the Editor module. On Monday, August 16th, Bizmanualz will release the Bizmanualz OnPolicy Reader module, a companion web site which automatically displays and organizes all documents released by the Editor module.
Starting Monday, log-in will occur through the Reader module. If you are currently testing the software, you will receive an email with your new link. Your old deep-link will still get you into the editor module. After Monday, we recommend that all users log in using the new link and discard their old link.
Within the reader module, editors will be required to click on an “editor module” button to get into the work flow features that they are currently using. JAVA will load as it has been doing when entering the editor module. The reader module on the other hand does not require JAVA.
Additional Release notes:
A. Only released documents appear in the reader module.
To release documents, click on the editor button in the reader module and use the work flow features.
Test software comes loaded with sample procedures and user help files. Only help files are “released” and therefore appear in the reader module. Any documents released through the Editor module will show up in their respective folders.
B. All readers and editors must have a user name and password.
To create or edit user name and password: Go to the Admin > User tab in the editor module. Enter all the required information. Select reader and/or editor privileges when you add a user.
Current users will not have to reset their user names or passwords.
Right now as we test the software, editors will have to supply their user name and password a second time to move from the reader module to the editor module. Only one-log-in will be required of editors in the next release.
C. Single point of entry
By having editors log in through the reader module, we are providing a single point for all users to log-in. Sending editors through the reader module will give them easy access to the same view that all employees see, providing editors with an easy way to see what has been released and to see exactly what non-editor (readers) see. We will provide short-cuts to help editors move between the modules in the next release.
D. Your account will NOT lose data as a result of this transition.
E. Unlimited number of users
For now, we have removed the cap on the number of users you may create.
Go to Admin > Users and click the ‘add’ button in the editor module. Add as many users as you want.
When we begin charging for the software, a large but not unlimited number of authenticated readers will be able to log on, even at the introductory price point.
F. Two user-help documents are affected. The log-in instructions have been updated to reflect the new log-in procedure via the reader module. Also, a new use-case has been added that shows basic operation of the reader module.
New reader module home screen.
G. System will be unavailable Aug 14-15th. You may not be able to log in during the transition while we make the changes described above. Most of the changes will occur over the weekend (August 14-15). Help files will be updated in all existing instances on Monday August 16, 2010. All service will be restored by Tuesday.
H. Response time has improved. As mentioned in a previous release note, we moved the test server you are using to an off-site SAS 70 Type II compliant location. Response time has been greatly improved. Please let us know how fast the server is working for you.
Thank you again for your assistance and feedback as we move this product to market.
We will contact all existing users after the transition for a walk-through and to gather your impressions of the software and the new reader module. Free accounts are issued so that we can gain your input. We reserve the right to cancel your access if we cannot get your feedback.
Pleaes let us know if you have questions or additional comments.
Postedby Dan Davison on 07-10-2010
We are currently testing our new policies and procedures document compliance software, and plan to release it for customer testing in the near future. Potential testers have been asking a number of questions. Here are questions, and the answers:
Is your policy management software accessed as a service over the Internet (Software as a Service – SaaS) or must your policy solution be installed on your computers?
Bizmanualz policy management software is in fact a ‘software-as-a-Service’ available as a subscription over the Internet. The first time a user accesses the service, a small amount of code loads on the client machine in about 30 seconds, similar to when using GoToMeeting or any number of on-line services. The user never is required to install, launch or maintain any software.
Can we upload our existing documents into the system?
You can upload all your existing documents into the system, and open them, so long as your local machine has the software that was used to create the document. For example, MS WORD documents are can be uploaded. In fact, Bizmanualz publishes the world’s most complete set of pre-written policies and procedures, all in MS WORD format. Any policies and procedures template that you buy from us comes pre-loaded in the software. We keep the templates up to date; but we don’t change any documents that you save, upload or change, even if the document started as a Bizmanualz template.
Are documents easy to update?
Documents are edited in their native software on your local machine; they are saved to our server. Our system tracks and controls all document revisions so everyone accesses the latest version. It’s easy to roll back to a previous version if necessary.
Are employees or other users notified when a policy changes or is updated?
Notifications of policy changes are sent by e-mail to policy document authors and ‘followers.’ Administrators and document authors can assign ‘follower’ rights to any user for any document. Users can independently follow any document to which they have permission. Followers receive e-mail notifications of all policy changes. There are also announcement and action item screens within the policy management software that can be used to communicate information about documents.
Can multiple users access policies and procedures at the same time?
Yes, any number of users can access your policy and procedure documents. If two people work on the same document at the same time, their work will be saved (but not released) as two separate drafts. Built-in compliance workflow assures that only one draft can be released, so there are never multiple releases of the same policies and procedures document floating around.
How do you price your policy management software? Do you charge by the seat, or do you sell one license for the whole organization?
We charge per seat. Released policy and procedure documents are published to a web-based reader module which can be viewed by anyone you want. Typically, that would include all your employees and your auditors if you have a formal quality system.
We have an Intranet for reading our documents on-line. How does your software work with Intranets?
If you already have an intranet or a document publishing platform (SharePoint for example) and want to keep using it, our editor module can ftp documents to your existing publishing platform so that user’s viewing habits don’t have to change. But your editors and document managers would benefit from using our editor module for policy and procedure document control, workflow, version control, notifications, etc. while your general employee population would continue to read documents as they’re doing now.
Can I assign different levels of access to users and documents?
We offer a full access control at the document, user and department level. That is, all users assigned to, for example, the accounting department can be granted permission to all accounting procedures with a global command. Additional restrictions can be placed on individuals within a department. Access privileges can also be set at the document level.
Is your policy management software compliant with my quality management or document control requirements?
Yes, the Bizmanualz policy management software is consistent with the document control requirements of all ISO quality management systems, government and industry standards and regulations.
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