Cloud-based online folders for digital forms, assessments, policies, and procedures
Compliance Folder System
Secure Online Document Storage, Access, and Sign Off
Similar to folders on a desktop, BIStrainer offers the ability to upload multiple documents and files into a cloud-based storage location for your team. Once uploaded, this feature offers extensive options for providing employees easy access to company documents, reporting on acceptance and sign-off as well as automated expiry alerts and reassignment. Features Include:
- Sign off Reports
- Digital Signatures
- Mobile Compatibility
- Permission Management
Create hundreds of compliance folders, including:
STEP 1 - Upload Company Documents & Policies
Once you open a specific folder you upload Microsoft Word Document, PDF policies or procedures, Excel Spreadsheets, and even digital interactive forms. Once uploaded, you can setup specific rules, who can access them, who can edit them, is there a digital signature needed, what the wording is on the affirmation statement and more.
STEP 2 - Assign Access Rights and Permissions
Using the advanced permission management system, administrators can map out specific user access to edit the folders as well as employee assignments for sign-off requirements. Using the Assignment Type Selectors, you can choose from assigning a folder by location, system role, company role, or a combination like Company Location and Company Role. You can identify Red Deer and all Crane Operators. This assignment mapping will instantly add the folder to the employee’s home page under their training tab in the ‘Assigned’ section for them to access.
STEP 3 - Employee sign-off on forms
Assigned Folders show up in the Assigned section of the user’s training tab and as they sign off on each form, the Folder will progress to the In Progress section and finally down to the Completed section of the training tab when all forms have been signed off or completed.
This tool provides the ability for the user to click and open the Word, PDF, Excel document, that will activate the ‘Terms & Conditions’ button and allow the user to read the details, check the affirmation statement and digitally sign off on the company policy.
When a document is updated or expires, the folder will automatically move back up to the Assigned section of the training tab, alerting the user of new requirement to sign off. Once signed off again, the folder returns to the complete section of the training tab.
Included in the document management feature is advanced reporting for each document, or summary reports for the entire company and individual detailed reports on what forms they signed off on and what forms our still outstanding.
The best part is the ability to highlight updates to a new document, so if the company makes changes to a document, you can force a user to open it, ask them to read it, highlight the changes for them and then ask for this signature upon completion of the review. This allows the employee to quickly view the specific changes in a workplace health and safety document, for example, and provides them the full document access for review and tracks their agreement.
When you create a folder, you choose if it will be accessible to specific locations within your company, to all locations, to select users, or to all users. Once created, you can use the advance permission management system to assign the folder and all its contents to groups based on their role within the system, their company role, or a combination of company role and location. Whoever is assigned the folder will see it on his/her homepage under Assigned.
When users open a folder, all of its contents are accessible in an easy-to-view list and ready to be read and/or completed. Each file within the folder can be set up with a requirement for employee signoff and agreement. Simply include a message when the document is first opened, a terms and conditions statement that needs to be agreed to, and an agreement or affirmation statement with a checkbox and/or signature requirement. As users sign off on policies or procedures, the folder moves to the In Progress section of their homepage. Once they complete all requirements of the folder, it moves under Completed.
As industry changes, so do your policies and procedures. When updates occur, the folder system ensures none are missed. Any time a change is made to a file within a folder, the folder returns to each user’s Assigned section of his/her homepage. Any forms that were updated will have a yellow warning icon beside them. You can highlight all changes within the form or in the terms and conditions section, and the employee must sign off on it again before the folder will move back to complete.
Document History Reports
Tracking which documents have been reviewed and submitted is easy with this application. Admin users can go into any folder they have access to, select a file, and download a comprehensive history report for that document. This generates an Excel report that details who opened each form and the date on which they signed off.