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BPM Document Library

Management of internal regulations, document templates and other templates

Regulations, regulations, procedures, instructions, forms of prints or registers constitute a whole group of documents that are produced by organizations in order to systematize the principles of operation. Managing them is an area of activity that can cause many problems for the management, and with the use of appropriate tools it can become an efficient knowledge management mechanism.

Internal regulations are created in order to clearly define how we will act, what we will implement, who will be responsible for it and what kind of work is to be produced by documents, records, or what IT systems are to be used. This arrangement is to ensure that we operate in an orderly, repeatable manner and avoid errors related to lack of information. It often happens that we are obliged to develop internal rules of conduct by provisions of law. With the increasing number of internal regulations defining operating standards, the problem of managing changes in documentation often arises.

Difficulties with managing change may only be the tip of the iceberg, then there may be doubts among employees about what really applies to me in the workplace, or how to quickly find the necessary information. The task for the managers of organizational units may become the topic of obtaining evidence confirming that subordinate employees have read the regulations in force at the workplace, without using paper acknowledgment lists each time a new document is published.

These and many other issues are becoming commonplace in various organizations that use a standard approach to regulation management (e.g. circulation of paper documents or making their electronic version available in web catalogs or electronic registers). Blue Energy, using its many years of consulting experience during the implementation of optimization projects for small, medium and large enterprises, has developed an innovative solution that eliminates most of the above-mentioned. problems.

Document management
Why a document library?

One in three identified non-conformities in the organization’s operations is caused by irregularities in the area of internal regulation management.

If you observe in your organization that:

  • the number of documents in force is growing,
  • employees do not always know what requirements apply to their workplaces,
  • there are errors in the use of non-binding document templates or unauthorized changes to the introduced documents,
  • you are tired of looking for evidence in binders confirming whether the employee has read the document

then the BPM module Document library is the solution for you.

Document library - possibilities

A document library is a solution that gives many possibilities related to the creation, supervision, sharing and learning about the regulations in force in a given organization. It is a document repository where it is possible to run workflows that allow you to perform appropriate actions on documents, depending on your permissions.

The library is a solution operating in a web browser and communicating with users through tasks assigned in the system, as well as e-mail messages addressed to its users. The system enables:

  • configuring appropriate document metrics,
  • supplying the system with document metrics containing already approved and applicable regulations,
  • creating in the system the metrics of a new edition of the regulation in the form of an editing file (e.g. doc; docx) and sending it for opinion / verification / approval in the document opinion module (link to the page with the description of the document opinion module);
  • replacing existing documents with others;
  • withdrawal of non-binding documents,
  • management of authorizations to documents (the employee has access only to those regulations to which he should be entitled);
  • applying for a change in regulations to which the employee is entitled,
  • confirmation of familiarization with documents and generating reports from the level of familiarization with the document,
  • visualizing connections between documents,
  • possibility of periodic launch (automatically or manually) of document validity reviews.
An integral point of the BPM platform

The document library is a universal solution that integrates directly with other additional functionalities of the BPM system, e.g. with the Compliance module (link compliance assessment), the document opinion module (link), the DLM module (license management – link to the description on this page);

Each document made available in the system can be recalled as related in other system modules.

The document library is a solution that allows, depending on your preferences, to share documents in the directory tree view or in the form of an electronic register.

Regardless of the form in which the document is made available, it is possible to quickly search the repository in order to find a document or documents that meet the search conditions.

The system includes predefined views that filter the repository through the prism of document metrics parameters, e.g. documents that concern me, my documents (view of the person who is responsible for ensuring that the group of documents is up-to-date), etc.

The system provides a newsletter functionality, which enables periodic (e.g. once a day) to inform users about new documents or new editions of existing documents made available to the user for viewing, or requiring the user to confirm that they have read the document. The newsletter contains information addressed directly to the user and contains only those documents that have been marked as requiring notification of the user or group of users.

An interesting functionality, from the point of view of the supervisor of employees, is the possibility of collecting evidence by the system for reading documents and sharing the results in the form of a report. The described functionality is available if the document indicates that the user must consciously become acquainted with the content of the internal regulation (with the certificate and its appendix).

License management (DLM)

Do you use multiple licensed documents / standards?

The number of licenses is inadequate to the need to use a licensed document?

Would you like to provide employees with access to documents in accordance with the terms of the licenses granted?

The best solution is to use the document library plug-in – License Management.

License management (DLM) is a solution that allows you to specify how many licenses for a given document, which will be made available in electronic version (pdf file), the organization has. Based on the definition of the document’s metric, which defines the number of licenses of a given document, the system enables the use of a document by as many users as the number of licenses entered in the definition at a given moment. A user trying to use a licensed document who does not currently have a “free license”, each time provides the user with information about who is currently using the licenses. On this basis, the user can contact the selected user and request a license.

Using the license in the BPM system consists in viewing the document without the possibility of downloading it as a file or copying its content. This solution prevents the introduction of unauthorized copies of the document into circulation outside the system

The most common mistakes in managing internal regulations

The larger the organization or the more complicated business processes, the greater the number of internal regulations in the form of procedures, instructions, guidelines and standards of conduct.
The most common errors related to the management of internal regulations include improper supervision over their versions and the way of distributing current editions of documents. Such a situation most often causes inappropriate actions of employees or the lack of implementation of specific activities, including errors in reporting the results of implemented activities. Consequently, such a situation may result in delays caused by the necessity to repeat actions, correct errors in order to obtain appropriate information in the required scope.

Some of the obligations arising from the provisions of generally applicable law oblige employers to have documented evidence confirming that employees are familiar with internal regulations. In the event of frequent changes to these regulations, it is necessary to confirm that you are familiar with the subsequent versions of regulations introduced in the organization. The most commonly practiced solution is to collect signatures on document reconnaissance lists. It is a tedious process that requires multiple checks to make sure that all the required persons have confirmed that they have read the list. Another problem that arises is the ability to search for the right familiarization list and a specific person on that list. This can cause a number of difficulties, misunderstandings and the willingness to find “shortcuts”.

How to protect yourself against errors related to the application of internal regulations?

The experience of many organizations shows that the better the distribution process to employees of internal regulations is organized and the more automated it is, the fewer errors related to improper application of regulations are made in the organization.

The most commonly used solution in this regard are supervised document repositories supported by electronic document flows, which inform employees in a concise manner about changes that affect them.

In addition, the functionalities enabling the recording of familiarization with the indicated document, based on specific actions of employees in the system, significantly facilitate the matter of collecting evidence of familiarizing employees with internal regulations or checking the level of familiarization with the regulations in a subordinate area.

Blue Energy offers an excellent solution that has proved successful in many organizations in the sector of small, medium and large enterprises and which effectively protects the management of internal regulations. This solution is the Document Library.


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