Policy management software: Why Box, Dropbox, and OneDrive aren't enough

A robust policy management software simplifies how you distribute your policies and procedures. Cloud-based storage solves some issues, but not all of them.

December 29, 2020

Article highlights

  • Advantages of the cloud
  • What to look for in a robust policy management solution
  • Choosing the right option for you

A successful work environment that benefits both your employees and those they serve starts with your policies and procedures. Without constructive policy documents, your staff will not have the foundation they need to be successful in the workplace.

To support optimal compliance, it’s your responsibility to make accessing and using your documents as simple as possible. Using cloud storage solutions like Box, Dropbox or OneDrive to store your policies is a viable solution.

Managing your policies online in the cloud rather than in file cabinets around the office has numerous benefits. Using the cloud for storage makes your documents accessible everywhere.

Your staff can easily locate the tools they need when they need them. Cloud policy management also reduces paper use, which can both cut office costs and helps the environment.

Ultimately, cloud document management makes things easier on everyone.

More and more organizations have opted into the cloud for this reason. If you want to go this direction, there are many options to choose from.

A lot of organizations choose traditional cloud storage solutions like Box, Dropbox, and OneDrive. Like any solution would, all three of these tools have their unique perks and limitations.

But before we examine the specifics of those services, let’s cover the general features you will find with any cloud-based storage solutions.

Working with the cloud

One of the primary benefits of working with cloud storage for compliance management is its quick and easy setup.

With a simple process on the front end, you will be able to focus on actually developing and enforcing your policies. This way, your team will be much more likely to engage with your policies and procedures in a beneficial, compliant manner.

Cloud storage solutions are also very versatile. They can work with virtually any file type, including documents, videos, images or graphics, PDFs, PowerPoint, and more.

You won’t have a problem creating or storing documents of diverse origin when you use the cloud, which can streamline your document management.

In addition, using the cloud offers a degree of automation. Most cloud management tools will sync your files, automate your backup, and keep all your document versions up to date. This should mean fewer fires for you and your team to put out on the job.

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File sharing is also easy with cloud storage.

Since everything is online, you can share or distribute your policies and procedures and related documents with the click of a mouse. Making sharing easier means less time rifling through papers and more time focused on what you and your team do best.

Finally, many digital document management tools come with the ability to edit your documents. This means you and your colleagues or employees can back-and-forth about documents.

When everyone has access to your policies and collaborates in the editing process, you can rest easy knowing your organization is on the same page.

Now that you know choosing a cloud-based storage solution can bring greater success and solidarity to your agency, it’s time to consider what to look for in a policy management software.

What to look for in policy management software

Policy management has its unique requirements. This means there may be limitations to more general cloud storage tools like Box, Dropbox and OneDrive.

If managing the policy development process, distributing your policies and confirming their receipt is important to you, you may want to explore a solution’s features and limitations before opting in.


Managing policy development on the cloud means you will want the ability to write, edit, collaborate, review and approve documents. Storage solutions like Box, DropBox, and OneDrive do have basic collaboration capabilities, but they do not have more robust workflow features.

With generic storage tools, you will not be able to control document versions or to track changes like you would in a more robust policy management software.

This could cause unnecessary confusion in your office, which takes away from what you want: optimal compliance and performance.

You will also want to make sure you can quickly distribute your policies and confirm your employees both have and understand them.

Distributing your policies is relatively simple with a generic solution such as Box, Dropbox, or OneDrive, but you likely won’t be able to track who has what without a tool with an audit trail.

In addition, you may want to make sure your cloud storage solution supports compliance via employee learning.

Simply reading your policies on the cloud is not enough. You should be able to test and measure employees’ understanding of your policies, which will help support a compliant, professional office and work culture.

So, what’s next? If engaging, policy management is something you want, consider a more robust solution.

A more robust solution

A solution specific to policy management may be your best bet if you want the high-level features that come with it. Consider the following capabilities a policy management software like PowerDMS offers.

Audit trail

As you develop and manage your policies and procedures, understanding their history is crucial. Specifically tailored to policy management through the entire lifecycle, PowerDMS allows you to see and understand your documents. quickly.

You will be able to explore and analyze your policies from creation to publication and everything in between. With this feature, you will always be aware of who reviewed, revised, approved and signed your documents, and when.

Document control

Document control is another crucial tool when it comes to cloud policy management software.

With security settings in PowerDMS, you can control who has access to every file. This includes the ability to know who runs reports on or revises each document, ensuring streamlined follow-up.

You will also have the capability of setting automated review cycles. In an ever-evolving industry, it’s important to guarantee your documents are always relevant.


Working efficiently as a team requires a solid workflow plan. With a document management software, you can collaborate on documents, making it much easier to gather feedback and approvals.

This feature means you won’t have to worry about employees working on different documents, and that all your changes will be tracked in one, central location.


Online training and tracking

Education is essential when it comes to compliance. After all, you want to make sure your employees retain the information in your policies and procedures before sending them out to work.

You can both train and test your employees quickly with a robust policy management software. Use PowerDMS to develop and run fully customized courses.

Your employees will be able to take your custom classes at their pace, without supervision. This feature will save you time planning in-person classes and money on classroom space, teacher fees and overtime pay.

Tests and surveys

Tests will ensure your education efforts have been effective. PowerDMS makes it easier to test your team at the conclusion of the course.

You may also want to test after employees review a policy and procedure document. Just attach your customized test to the document you want, and you will help with comprehension and increase accountability in the workplace.

Not having to grade or report on your employees’ results could save you a lot of time.

You will also have the ability to survey your employees with our software. Studies show employees work more efficiently when they have the opportunity to give feedback.

Ensure an environment of healthy feedback and communication with our easy-to-build, anonymous surveys.


Choosing the right option for you

Whether you choose a simple online platform for housing your documents or opt for a policy management software, make sure you carefully consider the features you need.

At the end of the day, compliance is what matters most for a safe and efficient work environment.

A functional, robust, cloud-based document storage tool could be just the solution you need to achieve the next level of success in your organization. Learn more about the top policy management solutions today.

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