Effective management of all your organisation’s policies and procedures can be challenging when you have:

Difficulty locating existing, creating new, or updating existing policies and procedures.

Multiple people involved in the policy creation process.

Inability to determine which policies are the most current.

Manual processes for approving procedures.

No audit trail to monitor who did what.

A central place for managing your entire policy lifecycle can help you better handle this process across your organisation. With your policy management system built on SharePoint on Microsoft 365, you can have an easy-to-use, comprehensive solution that will streamline your policy and procedure lifecycle—from policy creation to employee acknowledgement.

Simplify your Policy Management Lifecycle with SharePoint

Step out of the chaos and step into a well-organised and secure way to manage your entire policy lifecycle with Microsoft SharePoint.

Policy Management

Centralised platform for managing your policy’s lifecycle.

  • Draft, approve, organise, and update policy templates and documents in a single place in SharePoint.
  • Enable policy authors to create standardised policy templates.
  • Create, review, and distribute policies collaboratively.
  • Submit documents for approval either through an automated or manual trigger.
  • Always work on the latest version of your templates using Microsoft Word within SharePoint.
  • Conveniently convert documents into PDF by bulk.
  • Simplified user navigation with policies and procedures sorted based on function, department, or section.

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Policy Alerts and Actions

Never miss an update and stay on top of the actions you need to take.

  • Clearly identify ownership of each policy and procedure from drafting, reviewing, and approval.
  • Get a visual indication of the review and approval status of documents.
  • Automatically publish approved documents to PDF or fire a feedback or review process for documents still in review.
  • Get email notifications to review policies when they’re up for renewal.
  • Receive email notifications to approve or reject policies, all from your inbox.
  • Send email alerts to external users to review documents and provide feedback.

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Data classification and tagging

Always be ready for auditing.

  • Find information quickly with easy categorisation and filtering of policies.
  • Automatically add persistent document properties from Microsoft Word, such as document reference number, function, review period, next review date, etc, into SharePoint’s document library.
  • Keep track of what happens to the policy with SharePoint’s version and renewal history.
  • Use dedicated policy hubs to ensure documents created and published land only on the right SharePoint home pages.
  • Bring across all existing documents and previous metadata from file shares or other records management solutions to SharePoint.

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Retention, archiving, and security

Maintain access control and security.

  • Targeted security with access rights based on groups.
  • Control permissions regarding who can view, add, or edit a policy.
  • Prevent data loss and inadvertent deletions with SharePoint’s retention policies.
  • Use separate site collections for external sharing.
  • Track usage and get data on different policies, such as the number of views or when they were last updated.

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It’s part of your Microsoft 365 Digital Workplace!

The Policy Management solution is natively built on Microsoft 365 and leverages apps and services such as Teams, SharePoint, Power Apps, and Power Automate. With your policy management solution running on Microsoft 365, you can:

Remove having to work with separate systems that silo your data, as with the case with most third-party apps.

Enable better user experience and drive higher user adoption by using tools your employees already know and love.

Enable single sign-on across multiple apps and services within Microsoft 365 by leveraging the existing Active Directory.

Conveniently access the policy management system either in SharePoint or Teams.

Automate user onboarding and offboarding by integrating your policy management into Onboarding and Offboarding Power Apps.

Provide a single communications gateway to the policy management system either through a SharePoint Intranet portal or directly accessible from Microsoft Teams.

Ensure employees read and accept the new policy with the policy acknowledgement widget in SharePoint.

Maximise your existing Microsoft 365 investment and save on license costs.

We make SharePoint implementations a breeze

Building a SharePoint policy management is a lot of work, but we can help you get started in the right direction. Putting our clients’ needs at the centre of our projects, we bring innovative, impactful, and creative solutions that help Australian businesses achieve more from their Microsoft 365 and SharePoint investments.

Our team of talented and experienced consultants will meet you no matter where you are in your digital transformation journey, working with you to understand your existing business processes and how to best achieve your desired business outcomes.

For over 30 years, this proven approach helped us to consistently achieve a net promoter score of 90, have an average client retention of 9.7 years, and be trusted by some of the most recognisable Australian brands:

Professional Advantage is a Microsoft Solutions Partner for Modern Work, Business Applications, Data & AI Azure, Infrastructure Azure, and Digital & App Innovation Azure.

Explore SharePoint for policy management

Schedule a time below to discuss your organisation's unique policy management requirements, and we’ll make recommendations based on our years of experience and industry knowledge. Our 60-minute consultation is absolutely free of charge. Complete the form below, or contact us on 1800 126 499 to speak to one of our experts today.

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