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  1. #1
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    I am part of a policy writing/revision team responsible for preparation for upcoming agency audits and accreditation. Over the years policies have ended up w/ various people, e-mails, saved in different places so it was very difficult to ensure what was the most recent/current version of a policy. Can you share ideas on what may be the best way to maintain/store master policies that periodically gets reviewed/updated (at least yearly); maintain the old version for proof of past documentation purposes; and still allow staff the ability to read and be aware of the most current version.

    What we have done so far is to warehouse the policies in a central location; make a PDF of the policies and place in a separate shared folder that other staff members can access. As policies are updated/revised we make a new PDF and place it in the shared folder accessible by staff.

    Is there something that would work better to ensure we have 1 updatable master Word policy; maintain old policies for audit trail purposes and yet allow staff the ability to access and review the most current?

  2. #2
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    Quote Originally Posted by bbrown5 View Post
    I am part of a policy writing/revision team responsible for preparation for upcoming agency audits and accreditation. Over the years policies have ended up w/ various people, e-mails, saved in different places so it was very difficult to ensure what was the most recent/current version of a policy. Can you share ideas on what may be the best way to maintain/store master policies that periodically gets reviewed/updated (at least yearly); maintain the old version for proof of past documentation purposes; and still allow staff the ability to read and be aware of the most current version.

    What we have done so far is to warehouse the policies in a central location; make a PDF of the policies and place in a separate shared folder that other staff members can access. As policies are updated/revised we make a new PDF and place it in the shared folder accessible by staff.

    Is there something that would work better to ensure we have 1 updatable master Word policy; maintain old policies for audit trail purposes and yet allow staff the ability to access and review the most current?
    Check into Microsoft Office Sharepoint Server 2007 - Enterprise Content Management.

    Joe

  3. #3
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    Another thing to look at would be document management software - this allows you to store versions and control read/edit access - one that I've seen mentioned here previously is Worldox.

    Gary

  4. #4
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    Thanks for the info. Will check these out.

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