Reduce, reuse and recycle…electronic content?


Being successful in business today is not a walk in the park. (Unless your business happens to be dog walking.) It requires efficiency in everything you do. Every minute of your time is valuable. If you are like me, you have a folder of emails saved, where you can copy and paste text to answer commonly asked questions or reuse some boilerplate information that you include with each message. You make the most of the work that has already been done.

Are you making the most of the work that has already been done in policyIQ?

Take a moment and think about how your organization is using policyIQ. Many of you are using the application for compliance initiatives. Some use policyIQ for internal audit – either financial or operational. Others manage policies, contracts and other business content.

Have you streamlined your documentation to avoid duplication and to allow for ease of reuse?

1. Index controls to multiple compliance initiatives

If you are required to comply with multiple compliance initiatives – SOX and PCI DSS for example – do some of the controls that you have in place apply to both compliance programs? Are you documenting those controls just once? Remember that any page in policyIQ can be indexed into multiple folders, so a single control page can simply appear (and be reported on) for both compliance programs.

2. Create a library of common controls that are indexed to every applicable location

For an organization with multiple physical locations or business entities, you often need to report on compliance at each location. Create a library of common controls and index those controls to every location at which they are performed. If some locations vary, make a copy of that common control and make those adjustments. (Consider also including test plans in your common library, so that every location might copy reuse the same test plan, documenting only their unique test results.)

3. Create a library of audit programs

From year to year, an organization may conduct different audits in different locations, however many audits are repeated. The audit plan may be altered slightly or the testing is conducted in a new location – but the general framework stays the same. Create a library of common audit programs – including the plans and test pages. Copy the entire folder – pages included – for a new audit. Clear out old results and get a fresh start on the audit, with little setup effort.

4. Use policyIQ to store examples of commonly created documents

Contracts, proposals, requests for information – lots of documents that we create every day are easier to create when we have a baseline to get started from. Use policyIQ to provide the best examples or templates for your employees to pull from. (And remember that read-only access to policyIQ is free, so your entire organization can access policyIQ for these commonly used documents at no extra cost to you!)

Do you have other ways that you use policyIQ to reduce, reuse or recycle content to be more efficient? Share your thoughts in the comments! Want to brainstorm ways to make your business more efficient with policyIQ? Contact us and we’ll be happy to work with you.

Image by Petr Kratochvil

This entry was posted in Features by Chris Burd. Bookmark the permalink.

About Chris Burd

Chris is the Vice President of the policyIQ group at RGP. She gets geeky about compliance and technology, and gets to spend every day working at the crossroads of the two. With policyIQ since 2005, Chris has worked with hundreds of policyIQ clients to implement technology and enhance their internal compliance environment. In past lives, Chris worked as a system implementation consultant, a e-commerce specialist, a customer service call center manager, and - for one short but memorable summer during high school - a machine operator on midnight shift in a plastics factory. In her free time, she spoils her nieces, reads too many books, and spends more time than she should taking photos of her cats. She's on a mission to visit the hometown of every US President - so far managing to get to 14. She would like to be a rock star when she grows up.

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