The problems we solve
Documents can easily get confused when you produce more than one version. We have all been in the situation where we reach for a document template ready to use and send it to an employee but then get that nagging doubt asking whether this is the right version.
You try to work out a solution but the more you think about it the worse the problem gets because once a document is updated either the original is overwritten or a second version is created.
This means you have to decide how to notify colleagues that the document has been updated and where to find it and if you created a second version you must alert them so they don’t use the old version. Your’e also aware that colleagues may need to refer to the previous version so you can’t overwrite it!
The problem is that if you don’t communicate these issues and give everyone the opportunity to get back to the earlier version as well as ensure they always use the latest versions, you risk confusion in your business. At best you have a flawed audit trail and at worst, managers and staff could use outdated documents which are no longer compliant with employment law and/or conflict with your policies and procedures.
The issue doesn’t resolve itself. In fact, the more documents you have in your organisation the more problems proliferate.
All these problems are immediately solved when managers who draft or use compliance related documents start using the Portal’s Document Manager system. It allows them to share their document templates and ensures they always access the most recent version. Just as importantly, they can also go back to any previous version and see its entire lifecycle history, including who created it, shared it or replaced it with a new version, any editor notes and whom it has been sent to and when it was sent.
We have also added some cool features to help you get your life back when it comes to sending out documents in bulk, especially if you need to send them on a regular basis. Remember you don’t have to limit yourself to sending HR documents to your staff through the Document Manager. It can handle any Word, Excel or PDF document so if you have operating standard procedures for example that you need to issue, this is the answer.
Get started today with a free Portal GO account and find out how Document Manager can solve your version control problems.