Creating Policies

Creating and managing policies is a critical component of any organization's compliance and governance strategy. In BlueDocs, policies are more than just static documents—they are dynamic tools designed to support compliance tracking, version control, mandatory acknowledgment, and automated distribution. This guide walks you through every step of creating, managing, and tracking policies using the BlueDocs platform.

🧾 What Are Policies in BlueDocs?

Policies in BlueDocs are formal documents structured to:

• Establish company rules, standards, and operating guidelines
• Track employee acknowledgment and acceptance
• Maintain version control with historical tracking
• Enforce compliance with mandatory acceptance and deadline tracking
• Automate assignments based on user role or department

They are ideally suited for HR protocols, IT security standards, financial governance, and any documentation where legal compliance or formal acknowledgment is necessary.

✍️ Creating a New Policy

Step 1: Access the Policy Section

To begin, navigate to the Policies & Compliance section in the BlueDocs main menu. From there, click the "Add Policy" button in the top right corner to launch the policy creation interface.

Step 2: Enter Policy Details

Basic Fields

• Title: Choose a clear, descriptive name (e.g., "Remote Work Policy" or "Acceptable Use Policy")
• Category: Select from existing options or create a new one (e.g., HR, IT, Finance, Operations)
• Status: Choose the document’s current state:

• Draft: Work-in-progress, not yet visible to users
• Published: Active policy requiring user acknowledgment
• Archived: Retired, outdated, or no longer in effect

Content Creation

Use the rich text editor to structure your content. BlueDocs supports:

• Headings for sections like Purpose, Scope, Procedures
• Numbered or bullet lists for step-by-step instructions
• Tables for roles, responsibilities, or timelines
• Code blocks for technical or compliance requirements
• Images and diagrams for visual clarity

🗂️ Organizing Policies

Using Categories

Categories help group related documents. From the editor:

• Use the "Category" dropdown
• Click "Create New Category" if none exist
• Examples: HR Policies, Security Compliance, Operational Procedures

Using Folders

Folders support deeper organizational structures:

• Create folders by department, function, or framework
• Example structure:

  📁 HR Policies
    ├── Code of Conduct
    ├── Leave Management Policy
    └── Performance Review Policy
  📁 IT Policies
    ├── Data Retention Policy
    └── Acceptable Use Policy

📐 Structuring the Policy Document

Suggested Sections

Every policy should include these elements:

• Purpose – Why the policy exists
• Scope – Who the policy applies to
• Policy Statement – Organization's stance or rule
• Procedures – Steps users must follow
• Responsibilities – Role-based responsibilities
• Compliance – Consequences of non-adherence
• Review and Updates – How often and by whom the policy is reviewed
• Effective Date – When the policy becomes active

Sample Template

# Data Protection Policy

## Purpose
To ensure all company data is handled securely and responsibly.

## Scope
This policy applies to all employees, contractors, and third-party vendors.

## Policy Statement
All data must be stored, transmitted, and accessed according to internal security protocols.

## Procedures
1. Encrypt all sensitive data.
2. Report breaches immediately.
3. Use company-approved tools only.

## Responsibilities
- IT Admin: Enforce encryption protocols
- HR: Provide data security training

## Compliance
Violations may lead to disciplinary action, including termination.

## Review and Updates
Reviewed annually by the Data Governance Committee.

## Effective Date
January 1, 2025

🔁 Version Control & Updates

Editing and Versioning

When you update a policy:

• Edit the existing document via the editor
• Save your changes—BlueDocs automatically increments the version number
• Previous versions remain accessible for auditing
• Users who previously accepted an older version will be prompted to re-accept the latest one

Tracking Changes

• Version badges display next to policy titles
• Change summaries can be added to explain revisions
• View full version history in the policy interface

✅ Requiring Acceptance

Setting Acceptance Requirements

Once published, a policy can be set to require acknowledgment:

• Assign to specific users or groups
• Set acceptance deadlines
• Configure automated reminders

For Users

Users will:

• See pending policies in their dashboard
• Be prompted to read and click “Accept”
• Receive a timestamped confirmation of acceptance

Tracking Acceptance

Admins can track compliance via:

• Dashboard summaries
• User-level reports
• Department-based reports
• Policy analytics dashboards

🔄 Publishing and Sharing Options

Internal Access

• Share organization-wide
• Restrict visibility to specific departments or roles
• Use folder permissions for sensitive policies

Public Access (Optional)

• Make policies publicly available with “Make Public” toggle
• Generate shareable links
• Useful for vendor, partner, or regulatory access
• Note: Public policies do not track acceptance

🔁 Assignment Automation

You can automate policy assignments using assignment flows based on:

• Job Titles
• Departments
• New hire onboarding triggers
• Recurring acceptance cycles

This ensures the right policies are automatically assigned to the right users without manual effort.

🛠 Administrative Features

BlueDocs offers a complete toolset for policy lifecycle management:

• Bulk Assignment: Assign policies to multiple users at once
• Deadline Tracking: Set and monitor due dates
• Reminder Automation: Email or in-platform notifications
• Compliance Reporting: Exportable acceptance data
• Audit Trail: Record of edits, acceptances, and reviewer activity

📈 Best Practices

Writing Effective Policies

• Keep the language clear and concise
• Use consistent formatting and sections
• Include real-world examples when possible
• Add contact info for questions or escalation
• Review policies annually to keep them current

Organizing Effectively

• Use folders and categories consistently
• Apply standard naming conventions
• Regularly archive outdated policies
• Link policies to related training for full context

Monitoring Compliance

• Set reasonable but firm deadlines
• Monitor the acceptance dashboard
• Follow up with non-compliant users
• Document all interactions and compliance metrics

🧩 Advanced Features

• Training Integration: Link policies to relevant training materials
• Approval Workflows: Enable multi-stage review for sensitive content
• Analytics: Track adoption, views, and department-specific compliance
• Data Export: Export compliance reports for audits or legal documentation

🚧 Troubleshooting

📌 Conclusion

Creating and managing policies in BlueDocs ensures your organization has a scalable, trackable, and secure system for enforcing standards. Whether you’re implementing new governance frameworks, complying with regulatory audits, or simply formalizing internal expectations, the platform’s powerful toolset supports the full policy lifecycle—from creation and acknowledgment to review and retirement.

With structured workflows, automated assignments, and robust reporting, BlueDocs helps your team stay informed, compliant, and aligned.

Updated on: 02/06/2025