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corpintegrityPolicy Management Build vs Buy: Why Policy Management Software Makes Sense

The mismanagement of policies has grown exponentially within organizations with the proliferation of collaboration and document sharing software such as Microsoft SharePoint. These solutions to their credit as well as downfall enable anyone to post a policy. Organizations end up with policies scattered on dozens of different internal Web sites and file shares, with no defined audit trails or accountability for them. This produces policies that are written poorly, out of sync, out of date, and with no evidence of how the policy was communicated, read, and understood.

Collaboration software such as SharePoint is a great tool for managing and sharing non-sensitive documents in a very general way — such as wikis, blogs, Web content, and documents usually shared among a specific group. While collaboration and document-sharing software like SharePoint appears easy and cheap to implement, the reality is that the cost to the organization is significant in the liability and exposure of ineffective policy management. Many organizations have decided to take that path only to find that it is neither intuitive nor appropriate for policy management.

There are strict compliance and legal requirements that must be instituted when managing policies — requirements that a build-your-own policy management system makes difficult to achieve, and come at a significant cost to the organization. Some organizations feel that they could accomplish at least some of the necessary features, requiring significant development effort to achieve an appropriate and effective policy management environment. The cost actually exceeds the cost of purchasing a policy and procedure management (PPM) software platform. Add ongoing maintenance and support of a build-your-own policy management system, and the costs grow higher.

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C Farris said:

Cori Farris
SharePoint as A Policy Management Platform
The article has many valid points but I think it misses the mark on the value of SharePoint. The article is correct that out of the box SharePoint Policy and Procedure Management can be chaotic if the right parameters and permissions are not in place. SharePoint is still invaluable as a compliance platform in that 1. Organizations typically already have SharePoint 2. Employees are familiar with SharePoint 3. Effective Policy collaboration Management is achievable in SharePoint.

Here are a couple of articles we wrote on SharePoint as a Policy Management Platform

1. 5 SharePoint Myths Debunked (and how they relate to streamlining business processes)
http://www.convergepoint.com/s...s-debunked

2. Policy and Procedure Management: Proactive vs. Reactive
http://www.convergepoint.com/p...s-Reactive
 
April 16, 2014 | url
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