Document Management Policy

Document Management Policy.

Document Management Policy. Purpose: Provide guidance on the general usage of Microsoft Teams as a tool to store and retrieve documents Define what Channels and Folders in Teams are, and how to use them Discuss why the creation of folders in SharePoint site libraries is disallowed Discuss “Checking Out”, “Checking In” and Versioning Please refer to the BioVeritas Document Management Policy for step-step instructions on Channel and Folder creation, as well as saving and editing documents. Document Management Policy IT-007 is located in Teams – BioVeritas/General/Policies & Procedures/IT.

Document Management Policy. 3. [image] A diagram of a company Description automatically generated.

Document Management Policy. 4. Channels and Folders.

Document Management Policy. Working with Documents: Saving new documents When saving a newly created document, determine which Channel and subfolder that document is to be saved in. Ensure the document is placed in the folder most relevant to its purpose so others can easily find this document Opening and editing an existing document Navigate to the Channel and Folder that contains the document you wish to edit Right click on the document you wish to edit. Optionally, if you wish to lock the document so no others can edit it while you are, select More/Check Out Check Out sets the document to Read only for others, yet allows you to make modifications until the file is checked back in. Right click on the document again, and select Open/Open in app. Your document will open in Word/Excel, etc. Make the necessary changes, then close the file Right click the document, select More/Check in and provide a short description of the changes. DO NOT “Save As” and rename the document as this will break the version history of the document. Version history is a key element in modern document management and allows for document consistency as well as rapid recovery to an older version should it be determined recent changes need to be rolled back..

Document Management Policy. Going forward: Creation of new Teams can only be done by IT. A request form for new Teams creation is available on the BioVeritas intranet home page. Upon receipt, IT will liaise with the requestor to gain an understanding of the Teams purpose and assist with the creation of Channels and folders to make the site intuitive as to where document are located. The ability to create folders in the associated SharePoint site library will be removed. Existing Teams sites where folders were created in a SharePoint site library will be addressed, and those folders moved to a new or existing Channel or folder. Access permissions will be reviewed, to insure only authorized persons can access specific Teams channels..

Document Management Policy. 7. Channels and Folders.

8. 832.693.5319. mshassere@bioveritas.com.