Document management

Your existing standards documents have probably been created using Microsoft Word, and are stored in a shared folder in a file system or on a cloud drive. This can lead to a number of inefficiencies. Standards documents can become very large and hard to navigate, sometimes with a hundred-plus pages. If you need to share documents with people outside your organization e.g. external advisors, this can be hard to coordinate. When documents are sent around regularly via email, it’s hard to be sure that you have the latest version.

Plio Document Management Compliance

Plio solves these problems by providing a database for you to store and share your standards documents. These may be files, web pages or even videos (to allow you to give clearer explanations of processes and procedures).   Ownership of documents can be set to individuals and to departments. Notification lists can be set up to let specific people know if and when the document changes.   Document review can be scheduled and reminder notifications sent to document owners.

Individual documents can be uploaded into the database and viewed in a hierarchical structure. Microsoft Word documents are automatically converted into web-viewable and web-shareable content. Documents can be viewed by content hierarchy or by type (e.g. policies, process descriptions, standard operating procedures).   They are each allocated to a document owner and their status is clearly designated (draft or issued). Successive versions are tracked with issue numbers.

Because your standards documents are now stored in a database, they are automatically linked to any corrective actions or preventative actions that people create. You can also create improvement plans for any of your standards, and record lessons learned.   All of the information you need that relates to a specific compliance standard is now accessible quickly, all in one place.