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April 11, 2018
    Article highlights
  • Managing compliance in the cloud.
  • What to look for in a compliance solution.
  • Side-by-side comparison.

With the ongoing evolution of technology, you probably know that stacks of papers in the office are a thing of the past. It’s time for an efficient, secure, and dynamic storage tool that supports your compliance efforts.

That’s where digital document management comes in.

If you want your employees to have quick access to your policy and procedure documents when it matters most, you may want to consider cloud-based file sharing.

The primary appeal? Cloud storage makes documents accessible and easy to find. It also gives you freedom from building or maintaining solutions in-house, which could save you valuable time, money, and resources.

So what is the best cloud-based option for your needs?

To make a decision that’s best for you, start by exploring options.

Get Control of Compliance

See for yourself how PowerDMS can help you get control of compliance.

Moving Your Documents Into the Cloud

Google Drive is a very popular option for document management for many reasons.

Its simple, user-friendly platform makes it easy for almost anyone to use. This is especially beneficial for those who may be unfamiliar or uncomfortable with technology.

Google Drive also supports collaboration.

Working together is key to developing, sharing, and using policy and procedure documents.

Another perk is Google Drive’s ability to house diverse types of files. You can use almost any file type with Google Drive, including word processing documents, spreadsheets, videos, PDFs, and PowerPoints.

Many agencies use Google Drive to store and distribute their policy manual. The collaboration and distribution features are viewed as a positive step away from more traditional, paper methods.

However, for all of the benefits, there are still shortcomings for how it handles policy and compliance management.

What to Look for in a Compliance Management Software

Compliance management software is at its best when it is dynamic.

For example, a truly effective cloud-based storage solution would not just house your documents as they are. It would also track them as they evolve.

This is one area where Google Drive simply can’t stand against other, more sophisticated solutions.

Woman uses PowerDMS on her laptop.

For example, you can use Google Drive to have staff review policies and procedures, but collecting signatures isn’t easy. Without that digital audit trail, many resort to printing out copies to be signed.

Training and education are a large part of ensuring compliance.

You may miss out on great opportunities to track what your employees are learning with a simple tool like Google Drive.

Even if your staff have read the policies you store, you will not be able to measure or test their understanding, which are both essential foundations in creating a successful and compliant environment.

Google Drive may also present limitations when it comes to workflow in your department.

Though it allows for basic collaboration on your policy and procedure documents, Google Drive does not include any actual workflow features.

There is no way to control versions of your documents or to track/approve changes, which could result in disorganization, confusion, and misunderstanding.

Learn More About Compliance Management In the Cloud

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A More Robust Compliance Management Software

Depending on your priorities, a more interactive and engaging form of compliance management software could be a better choice for your department.

Like Google Drive and other cloud-based options, PowerDMS software offers secure storage and easy access to files.

However, the dynamic capabilities of PowerDMS set it apart as a great option for ensuring optimal compliance in your department.

Here are a few of the features that set PowerDMS apart as a leader in policy management software:

Central location

As you know, accessibility is the first step in achieving the compliance you desire. You want to have quick and easy access to the policy and procedure documents they need, when they need them most.

Just like Google Drive, PowerDMS offers a single, secure, online location for the organization, management, and distribution of your most important documents.

Signing a document with PowerDMS Mobile App.

Your team will be able to access what they need anytime and anywhere, significantly increasing their ability to use your documents in an advantageous way.

Version control

Compliance and accuracy are also inherently linked.

Without the most recent version of all your policy documents, how can your employees properly comply with them?

For this reason, it is crucial to be proactive in making sure your team has the most accurate and up-to-date version of every document you store.

With PowerDMS, you have the ability to start a draft, collaborate to gather feedback, and then publish it.

The software will then automatically archive older versions, ensuring your team members are working on the most recent, relevant documents at all times.

Audit trail

For liability’s sake, you will want to be diligent about tracking signatures and approvals on your policy and procedure manuals.

The audit trail feature in PowerDMS allows you to quickly see and understand the complete history of your documents.

You will have access to all forms of your documents from creation to publication, and you will always know who signed, reviewed, or approved them and when.

Document control

Policy and procedure manuals are ever-evolving documents that may require frequent changes. In these scenarios, security is highly valuable.

Take advantage of our security settings, which allow you to control who can access and view, run reports on, or make a change to each document.

Document control also automates the inevitable process of revision.

When it comes time to make additions or updates to any of your documents, you can set automated review cycles. This will guarantee your policies are always relevant.

Two people reviewing a policy on PowerDMS.

Workflows

Building and maintaining effective policies is a team effort.

The process requires the professional feedback of many individuals inside and outside of your department.

PowerDMS gives you and your team the opportunity to collaborate on documents and gather feedback and approvals. With this feature, you will feel confident knowing everyone is working on the same document and all changes are tracked in one place.

Online training

Because your documents are always developing, your team will always be learning and developing, too.

PowerDMS offers you the unique ability to create customized online courses employees can take independently, at their own pace.

With this feature, you can ensure proper training and compliance without classroom space, instructor fees, or overtime pay.

Tests and surveys

You can also easily test the knowledge and comprehension of your team with PowerDMS software.

This feature will empower you in your pursuit of effective training and policy development. Surveys are also a helpful tool to steward your growth.

With the survey feature, you can customize and conduct anonymous employee surveys, ensuring open and honest communication.

PowerDMS vs Google Drive comparison table.

PowerDMS vs Google Drive comparison chart.

Choosing the Right Option for You

When it comes to compliance management software, you have many options.

To determine what is best for you, consider features that will add value to your policy and procedure writing and maintenance process.

This means choosing a software that will ensure optimal compliance.

Try to choose a dynamic software that is made for compliance management. One that will not only store your documents, but allows your employees to engage, learn, and most of all, comply with them – for the success of your team.

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