SharePoint Policy Compliance with DocRead : How to ensure your most important policies are read and acknowledged with DocRead. To download a fully functional trial of DocRead goto http://www.collaboris.co.uk/products/docread

1. DocRead
Policy Compliance For SharePoint
How to ensure your most important policies
are read and acknowledged with DocRead

2. What does DocRead do?
Allows different types of content to be targeted to
specific groups of users
 Office documents
 PDF’s
 Web pages
 Videos
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3. From a Users point of view
 Information is relevant to them
 Given a set amount of time to read / view content
 They can confirm that they have read a document
 Receive a record of confirmed readership
 Reading receipts are issued confirming completion of
tasks (also negative receipts when tasks are not
completed before the task is removed)
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4. The Benefits for your organisation
 Information is targeted to the relevant employees
 Email reminders can be used when tasks are
allocated, completed or fall overdue
 Administrator reports can be used to monitor the
completion of tasks and to highlight outstanding items
 Reading receipts (positive and negative) are stored in
a secure database
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5. Adding Documents to DocRead
Adding Documents to a DocRead enabled document library is really easy. DocRead
simply adds two additional sections towards the bottom of the normal SharePoint
‘add document’ screen for you to select your target audiences and also allocate the
amount of time each user has to complete the task.
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6. Reading tasks
This shows the reading task window viewed by a user. Users must confirm
that they have completed a task before a reading receipt is issued.
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7. DocRead Reporting
The dashboard summarises reading information, drill down functions allow
further in depth analysis by user or reading task.
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8. Site Reading Report
This shows all assigned reading tasks to a DocRead Administrator. The
report contains search and filter options and may also be exported into
various formats.
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9. Email notifications
DocRead can also send email notifications for assigned, completed
and overdue tasks.
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10. New Employees
DocRead can be used to recognise when new employees are added to
Active Directory and allocates all relevant reading tasks to them, giving
them the same amount of time to read and confirm tasks as when it was
originally assigned. * this relies on correct configuration of SharePoint Groups or Audiences.
Employee Moves Department
DocRead recognises when employees move between departments and
allocates all relevant reading tasks to them.
Records for completed tasks move with them.
Tasks for incomplete, non relevant items are removed and new tasks
relating to the new department are created.
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11. Reset Task
To update an already issued task
 Amend the policy, ensure it is checked in
 Edit properties and select reset task
 Process site readerships
 The ‘old’ version will be removed, positive and
negative reading receipts will be created and kept
 All required and recommended tasks will be
reissued, regardless of whether the ‘old’ task had
been completed
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12. Deleting a task
To remove historic reading tasks
 The task will be deleted from users task lists
 Positive or negative reading receipts will be
generated and stored in a secure database
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13. To find out more about DocRead:
 DocRead product page
http://www.collaboris.co.uk/products/docread
 DocRead factsheet
http://www.collaboris.co.uk/docs/default-
document-library/docread-fact-sheet---1-
page.pdf?Status=Master
 Three minute overview screencast
http://www.youtube.com/watch?feature=player_pr
ofilepage&v=XYObICiWM6Q
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14. www.collaboris.co.uk.
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