By Emily Chorba on Nov 18, 2011
Perhaps the most critical phase in the process of documenting policies and procedure -- and the greatest challenge to owners -- is the maintenance of published documents. Documents must reflect current practice and they must be accurate. The most effective way to ensure this is through the regular audit of documents.
In the Tutor environment, a Document Owner must audit each of his/her documents once every 6 to 12 months to verify that the document reflects actual practice. If it does not, the document is updated or employees are retrained (depending on the nature of the discrepancy).
If a document update is required, the Tutor system enables the owner to modify and redistribute the document within one work day. This is possible because:
- Documents contain a minimum of detail, thereby reducing the edits.
- Document format and structure are simple, so changes are easy to identify
- The Tutor Author software tool enables the Document Owner or the Document Administrator to update the file quickly.
- The Document Administrator verifies the document format and integration, publishes the document, and distributes it to all affected employees, thereby freeing the Document Owner of the more tedious tasks.
Principle Product Manager Oracle Tutor & UPK