Thanks David - Great information! _______________________________ Rachel King, M.A. Policies and Procedures Manager Adjunct Instructor, Office Systems Technology Wake Technical Community College 9101 Fayetteville Road Raleigh, NC 27603 (919) 866-5603, Main Campus - MH 326C [email protected]<mailto:[email protected]> [email protected]<mailto:[email protected]> _______________________________
From: [email protected] [mailto:[email protected]] On Behalf Of Drasin, David M Sent: Thursday, September 04, 2014 7:24 PM To: Institutional policy-related discussions Subject: RE:[acupa-l] Policy Routing Question Our tool has been from a company called Doxcelerate<http://www.doxcelerate.com/> (www.doxcelerate.com<http://www.doxcelerate.com>). They've provided us with an online portal that is quite robust, and review and comment, and routing tools that couldn't be bested by other products. We did significant research into this over 18 months, and were very happy with our choice. We're an organization of 12000 employees, and have approx. 1000 policy and other related documents hosted there. We evaluated a number of products, including live cycle, sharepoint, zequel, policy tech, and a few more. They also built a policy library for us, and maintain it. Ours is restricted access, but they took our model and built a similar one for US Dept of Energy, here: https://www.directives.doe.gov/. The Development, review, and workflow tool is called RevCom. That part is password protected, but can be found here: https://www.directives.doe.gov/development-review/revcom I know that many organizations use SharePoint (and so do we for other purposes), but that didn't meet our needs primarily because editing documents relied on MS Word and track changes. Only one person could work on the document in Word at a time, and after a few people comment in track changes - the document is very difficult to follow. With Doxcelerate, we've had review groups of nearly 100 geographically distributed folks with no problem. Another thing that they have done for us is to build a 'breadcrumb' piece to the system. That shows you as you view a current document other documents that are related to it, including those which have been superseded or which are superseding. --- Dave Drasin U.S. Immigration and Customs Enforcement From: [email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of Visken-Diaz, Susan Sent: Wednesday, August 27, 2014 8:30 AM To: Institutional policy-related discussions Subject: RE:[acupa-l] Policy Routing Question Rachel, Yale also uses SharePoint. I agree with everything Christine says! It's not 100% fool proof but it has decent controls and is fairly simple to learn. Also happy to discuss if you have questions, Sue From: [email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of Christine Tata Sent: Wednesday, August 27, 2014 10:54 AM To: Institutional policy-related discussions Subject: RE:[acupa-l] Policy Routing Question Rachel, We use SharePoint to house all documents being worked on by stakeholders and reviewers. It is a shared drive workspace maintained by our IT department; we pay a nominal fee per year, since Word documents don't require a billion bits of data storage. As administrator, I can grant access to each workspace to those with authority to edit documents, so input is controlled but simple to allow. Each time someone edits a SharePoint document (using Word's track changes features) the system "automagically" saves and numbers a version that can always be referred to or restored. We have indeed had occasion to look back to discover where a change came from and who approved a version, so it's useful. There is something of a learning curve to set it up, and users have to be coached how to save their changes. I have also heard people refer to OnBase document storage, and I know that most of the purchased software systems for policy development have this feature. SharePoint is an inexpensive solution that (mostly) works for us. Happy to discuss further if you like. Thanks Christine * * * Christine Tata, Ph.D. Director of Policy Administration UT Southwestern Medical Center 5323 Harry Hines Boulevard B7.104 / Mail Code 9002 Dallas, Texas 75390-9002 214-648-2866 From: [email protected]<mailto:[email protected]> [mailto:[email protected]] On Behalf Of Rachel Grace King Sent: Wednesday, August 27, 2014 8:21 AM To: Institutional policy-related discussions Subject: [acupa-l] Policy Routing Question Good Morning Everyone, Our current routing/approval process involves a word document passing through the required people and using track changes to make edits. Recently our Editorial Content Manager is having to go back and re-edit more changes on the same document and she is concerned that because she signed off (on a separate routing form) saying she has looked at it and made the changes that it looks like she has edited these additional changes when in fact, she hasn't seen them yet. What kind of process do you use to ensure that different versions of a proposed policy are not floating around (between the circle of policy administrators) and to ensure that once someone signs off on their part of the process that more versions aren't being written? Sorry, if I am confusing anyone on this email - easier to explain in person. Thanks, Rachel _______________________________ Rachel King, M.A. Policies and Procedures Manager Adjunct Instructor, Office Systems Technology Wake Technical Community College 9101 Fayetteville Road Raleigh, NC 27603 (919) 866-5603, Main Campus - MH 326C [email protected]<mailto:[email protected]> [email protected]<mailto:[email protected]> _______________________________ Email correspondence to and from this address may be subject to the North Carolina Public Records law and may be disclosed to third parties by an authorized state official (NCGS. ch. 132). Student educational records are subject to FERPA. ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. ________________________________ UT Southwestern Medical Center The future of medicine, today. ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. Email correspondence to and from this address may be subject to the North Carolina Public Records law and may be disclosed to third parties by an authorized state official (NCGS. ch. 132). Student educational records are subject to FERPA.
