Frequently Asked Questions (FAQs)
1) Why is compliance important?
2) How can TotalCompliance® improve productivity?
3) Why is TotalCompliance important to the C-level of our organization?
4) Why is TotalCompliance important to Management of our organization?
5) Why is TotalCompliance important to each employee of our organization?
6) How does the TotalCompliance® service work?
7) How will TotalCompliance affect my IT department?
8) Can I display our company logo and name rather than the ComplianceBridge name and Logo?
9) What hardware and software do I need on my computer?
10) Can we automate the synchronization of users of TotalCompliance with our internal systems?
11) What kind of documents can I manage?
12) Can a document be in different languages?
13) How do I get my documents into TotalCompliance?
14) Are my documents secure?
15) Can we edit a document after it is loaded into TotalCompliance?
16) Can we restrict who can edit, view and publish documents?
17) How long are documents saved?
18) How do I know that a policy needs to be updated?
19) How large can a document be?
20) Is there a process for managing and reviewing documents?
21) How are my documents distributed?
22) How do I control who receives a document?
23) How do I know someone received a document?
24) What if someone doesn’t have or read email?
25) When and where do I have access to my documents?
26) Can I do a survey or questionnaire with TotalCompliance?
27) How simple or complex can a test be?
28) How do we know if someone passes or doesn’t pass a knowledge test?
29) How do I measure compliance?
30) How do I improve compliance?
31) Can I get a roll-up of department statistics?
32) How do I get reports?
33) How many of my documents can be stored on the TotalCompliance system?
34) What is the total amount of space my documents can take?
35) What is the maximum number of users I can have on the system?
Frequently Asked Questions |
General
1) Why is compliance important?
To comply with industry regulation
To verify that your policies and procedures (which you spend a lot of time and money developing and maintaining) are followed
To improve productivity of your workforce by providing current, relevant information
To show Due Diligence for legal, HR, and audit purposes
2) How can TotalCompliance® improve productivity?
Productivity is the measure of efficiency of an organization. If employees are informed, reminded, tested and monitored regarding what they should do and know, they are inherently more productive.
3) Why is TotalCompliance important to the C-level of our organization?
C-level management can rest easy knowing there is an irrefutable, auditable system that ensures Due Diligence of enforcing corporate policies and procedures.
4) Why is TotalCompliance important to Management of our organization?
Management can instantly see who has received, read, understood and accepted a policy, procedure, rule or guideline. By knowing who has not done a specific action, management only need address those who have not complied – optimizing management time. ACCOUNTABILITY of every employee makes the entire organization more effective.
5) Why is TotalCompliance important to each employee of our organization?
TotalCompliance provides accountability for each individual. Employees who “do the right thing” can be recognized and rewarded and those who do not can be held accountable – ultimately improving overall productivity. Additionally, employees are given the opportunity to provide feedback on policies and procedures—thereby participating in the process.
6) How does the TotalCompliance® service work?
TotalCompliance is a web-based document management, electronic distribution, on-line access, and compliance measurement service accessed through the Internet using a browser, e.g. Internet Explorer. Policies and other documents can be easily and securely uploaded to the ComplianceBridge servers where they can be viewed, edited and approved by authorized individuals before publishing. Employees are notified, and if necessary reminded, about documents affecting them via email and other communication methods. Employee actions -- such as receiving, reading, testing, and accepting a policy –- are recorded. Metrics are available to management through the same web browser interface.
7) How will TotalCompliance affect my IT department?
Hardly at all! The IT department may be asked to provide to TotalCompliance the organization’s user information, via a file, on a regular basis. The IT department will need to provide users with access to the Internet and a commonly used browser such as Internet Explorer or FireFox.
8) Can I display our company logo and name rather than the ComplianceBridge name and Logo?
Yes. Each web page can be branded with your organization’s Logo and Name.
9) What hardware and software do I need on my computer?
Users only need Internet access and a browser (Internet Explorer, Firefox, Safari, etc.) No special hardware or software is required.
10) Can we automate the synchronization of users of TotalCompliance with our internal systems?
Yes. ComplianceBridge can easily integrate with Active Directory, LDAP, and other common repositories of user information. You can select the day and time of synchronization with your internal systems. Your IT department may need to assist in this effort.
Document Management
11) What kind of documents can I manage?
Virtually any type of electronic document can be handled; e.g. Microsoft Word, Excel, PowerPoint, PDF, HTML, Text, Audio, Video. Documents can be policies, procedures, protocols, guidelines, rules, or any electronic content intended for a group or groups of employees.
12) Can a document be in different languages?
Yes. Any document can be distributed in multiple languages and to different recipients. Additionally, notification messages, agreement messages, and acceptance words can be localized in any language.
13) How do I get my documents into TotalCompliance?
TotalCompliance has the built-in feature to import any type of document from your computer. The document is uploaded to the TotalCompliance server and managed there.
14) Are my documents secure?
Yes! TotalCompliance is hosted on secure servers with redundant power, redundant disks, high bandwidth, and SSL security. Additionally, ComplianceBridge performs local daily backups and remote, encrypted, weekly backups. ComplianceBridge performs regular “Hacker attacks” against the servers to minimize risks.
15) Can we edit a document after it is loaded into TotalCompliance?
Yes! The source file can be retrieved and edited with tools such as Microsoft Word, or the HTML-formatted document can be edited directly with the built-in editor.
16) Can we restrict who can edit, view and publish documents?
Yes! There are settable restrictions for who can: publish, view documents, edit documents, view compliance data, advise, approve, add members, and run reports.
17) How long are documents saved?
Forever! Documents can be archived by the owner, but remain in TotalCompliance for reporting and auditing purposes as long as you are a customer.
18) How do I know that a policy needs to be updated?
Automatic reminders are built into TotalCompliance. Individuals or groups of advisors can be reminded and re-reminded any time in the future.
19) How large can a document be?
A single document can be up to 20 megabytes in size. The standard limit for all documents is 10 gigabytes per organization but may be increased for a nominal fee.
20) Is there a process for managing and reviewing documents?
Yes. ComplianceBridge provides an automated Best Practices process workflow for acquiring Subject Matter Expertise, Expert Advice, and Management Approvals prior to publishing a document. TotalCompliance is extremely flexible -- allowing variations in the process to meet the organization’s needs.
Distribution
21) How are my documents distributed?
Documents are distributed via an electronic notification (normally email) sent to the recipient. The recipient clicks on a link to the portal to LOGIN and access the document.
22) How do I control who receives a document?
TotalCompliance provides hierarchical, flat and virtual groupings to organize recipients by department, job function, language, and other classifications. Documents can be published to any or all groups and sub-groups to reach the targeted recipients.
23) How do I know someone received a document?
TotalCompliance logs each activity and reports the action on the management dashboard. The dashboard shows summary information as percentage of employees complying and drill-down capability to subordinate groups and individuals.
24) What if someone doesn’t have or read email?
Email is the primary way to reach recipients since a unique electronic link to the document is included in the email. However, notifications can be routed to a supervisor, a text message, a phone number, or to a physical address where email is not available.
Knowledge Access
25) When and where do I have access to my documents?
Anywhere and anytime you have access to the Internet with a browser.
26) Can I do a survey or questionnaire with TotalCompliance?
Yes! A simple questionnaire or complex survey can be distributed to targeted groups of employees at any time.
27) How simple or complex can a test be?
Tests and questionnaires can be as simple as a yes/no question to an unlimited number of multiple-choice questions each with a choice of up to five potential answers or a fill-in answer.
28) How do we know if someone passes or doesn’t pass a knowledge test?
TotalCompliance records every activity. Each attempt at a test is recorded along with the score and every right and wrong answer. Management can view test results on-line at any time.
Management and monitoring
29) How do I measure compliance?
At any level within the organization, the compliance results are presented in dashboard format, with compliance statistics, drill-down, and drill-around capability.
30) How do I improve compliance?
You cannot improve what you do not measure. By measuring your compliance -- who, what, when, and where -- you can instantly receive the knowledge you need to establish and maintain compliance.
31) Can I get a roll-up of department statistics?
Yes! At any level within the organization, a person may be assigned as a “manager”. The manager role can view all statistics at and below the assigned level.
32) How do I get reports?
TotalCompliance includes a built-in report-writer. Every available data field is exposed for reporting by an authorized user. Reports can be built by ComplianceBridge or an authorized user in the organization and re-used as needed. The report-writer includes an export feature to Excel®.
Constraints
33) How many of my documents can be stored on the TotalCompliance system?
Unlimited! The number of documents stored by your organization is not constrained.
34) What is the total amount of space my documents can take?
10GigaBytes which is approximately 1,000,000 average size documents. If additional space is ever needed, the cost is only $20 per month for each additional GigaByte of space.
35) What is the maximum number of users I can have on the system?
There is no absolute limit to the number of users the system can handle. It would be unlikely for every user on the system to login and read the same document at the same time. There may be some delay retrieving a document when a large number of users (thousands) attempt to retrieve the same document at the same time, but due to the nature or random requests this should be extremely rare.
 |
