You can easily upload a plethora of policies, procedures, digital forms, documents, and files to a secure online storage location for your team using BIS Safety Software's Digital Folders. You can also restrict who has access to the materials and who needs to sign off on them. For more information about this software, visit our website.

1. Document
Management
System or
Digital Folder
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2. What is Digital Folders - Cloud-
Based Storage
Document Management System or Digital Folder allows you to
upload multiple documents and files to a cloud-based storage
location for your team. Once uploaded, this feature provides a
plethora of options for giving employees easy access to company
documents, tracking acceptance and sign-off, and automating
expiry alerts and reassignment.
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3. BIS Safety Software’s
Document
Management System
or Digital Folder’s
Features
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4. Permission
Management
When you create a folder, you can specify whether
it will be accessible to specific locations within your
company, all locations, or specific users. After you've
created the folder, you can use the advanced
permission management system to assign it and all
of its contents to groups based on their role in the
system.
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5. Streamlined Sign-
Off
Each folder can have a requirement for employee
approval and agreement. When users open a folder,
all of its contents are displayed in a simple list.
When users sign off on policies or procedures, the
folder is moved to their homepage's In Progress
section.
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6. Update
Management
When a file within a folder is changed, the folder is
returned to each user's Assigned section of his or
her homepage. Any updated forms will have a
yellow warning icon next to them. You can
highlight all changes on the form or in the terms
and conditions section, and the employee must
sign off on it again before the folder is marked as
complete.
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7. Document History
Reports
This application makes it simple to keep track of
which documents have been reviewed and
submitted. Admin users can access any folder,
select a file, and download a comprehensive history
report for that document. This generates an Excel
report detailing who opened each form and when
they signed off.
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8. “
”
Once The Folder is
Created,
Follow These Steps:
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9. STEP 1 - Upload Company
Documents And Policies
You can upload Word documents, PDF policies or
procedures, Excel spreadsheets, and even digital
interactive forms after you create a folder. Once you've
uploaded all required documents, you can set up specific
rules for each document, such as who can access them,
who can edit them, whether a digital signature is required,
the wording of the affirmation statement, and more.
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10. STEP 2 - Assign Access Rights And
Permissions
Administrators can define specific user access to edit
folders as well as employee assignments for sign-off
requirements using the advanced permission
management system. Using the Assignment Type
Selectors, you can assign a folder by location, system
role, or a combination such as Company Location and
Company Role.
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11. STEP 3 - Employee Sign-Off On
Forms
You can use this software to digitally sign documents in
Word, PDF, or Excel. Includes advanced reporting for
each document as well as company-wide summary
reports. It also includes detailed reports for each user on
which forms they signed off on and which are still
outstanding.
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12. Benefits Of
Digital Folders
- Cloud-Based
Storage
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13. 1. Organizational Tools
Cloud Document Management
System (Coventry) is a document
management system that is hosted in
the cloud. Documents from a variety
of sources can be uploaded to the
system. Permissions can be assigned
to each document, allowing you to
specify who can access, view, edit, or
sign it.
2. Security Measures
An online document management
system makes it easier to control
access to confidential documents. The
system protects you against hackers
and unauthorized users. Data backup
and disaster recovery mean that
information stored in a cloud-based
system is far less vulnerable to loss
than paper documents.
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14. 3. Up-To-Date
The ability to amend or update
documents on a centralized system
ensures that whoever accesses a
specific document receives the most
recent version, which is not always the
case with paper copies. This is
invaluable in situations where people
collaborate across multiple sites, cities,
or countries, and it makes information
sharing easier and more convenient
than ever.
4. Assign Access Rights And
Permissions To Employees
Access rights and permissions can be
set at the folder and document levels.
Using the permission management
system, you can assign the folder and its
contents to specific users. The type of
access can also be specified depending
on the document and user, for example,
permission to edit the document can be
granted.
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15. 5. Auto-Reassignment Of
Expiring Documents
Employees' documents and forms
will appear in the Assigned section
of their homepage. The Terms &
Conditions button is activated
when an employee opens the
document. After reading the
information, the employee can
check the affirmation statement
and digitally sign off on the
company policy.
6. Auto-Assigning Updated
Documents
When a document is updated, the
folder containing it appears in the
Assigned section of the user's
homepage, with a yellow warning
icon beside it. You can highlight the
relevant changes in the document
and require the employee to sign off
on it again.
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16. 7. Digital Tracking And Excel
Reporting
Admin users can access any folder
they have access to, select a
document, and download its
complete history. This produces an
Excel report that details which
employees opened the document
and when they signed off on it. You
can also track specific employees
digitally by generating individual
detailed reports.
8. Digital Signatures
Employees simply add a digital
signature to policy and procedure
documents, which is captured and
stored. Any tampering with the
original form is easily detected, and
any changes will render the
document invalid. Many countries
around the world already recognize
digital signatures as legally binding.
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Digital Folders -
Cloud-Based
Storage
1. It is Secured
2. It is Cloud Based
3. It is well organized

18. It Is Secured
BIS Safety Software offers a document management system that
protects your files from hackers. The compliance folder system on
your computer will be able to track, store, and manage
documents. You will no longer have to spend hours sifting
through piles of paper with this policies and procedure sign off
software.
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It Is Cloud Based
The cloud-based document management system is
compatible with smartphones running Android or iOS. This
means that the software can save multiple documents to the
cloud for quick and easy access. Employees can sign off on
secure online document storage by appending digital
signatures that are instantly captured and stored.

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It Is Well Organized
Document management software can assist you in
organizing documents from any source and provide you
with the tools to do so. It can store digital copies of paper
documents and perform custom indexing to categorize
documents in a way that makes them easy to find later.

21. BIS Safety Software was founded in 2006, and we now have over 1 million
active users as well as over 1,000 corporate clients and partners who use
BIStrainer for their health and safety programs.
BIS Safety Software offers the best health and safety training courses to keep
your team safe and updated in the workplace and also a provider of world
class compliance and learning management software to meet the needs of
Environment, Health, and Safety (EHS) professionals.
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About US

22. 22
Call us - (866) 416 1660
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Website –
https://www.trainanddevelop.ca/
Digital Folder
Contact US

23. Thanks!
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