Document Knowledge Transfer

The Document Knowledge Transfer (DKT) module enables organizations to rapidly distribute required reading documents to an entire workforce and easily audit reading compliance for legal, regulatory or educational purposes. DKT acts a vital mechanism for succinctly tracking and auditing document acknowledgement and acceptance of ongoing procedures, policies, safety information and other resources. Users are provided with the correct versions of required documents and deadlines for reviews and acknowledgements are enforced. DKT consists of two primary components: Reading and Approval groups. 

Reading groups consist of OnBase users who receive documents for reading. Policies governing the reading, acknowledgement and method of approval are defined per reading group. New users are immediately assigned all required documents for their group, regardless of when documents were assigned, and users are able to view, sort, prioritize and acknowledge documents. Notifications can be sent via e-mail or the Reading Group Viewer can automatically open upon login when a new document or revision is added to the user’s group, helping ensure that all users are kept up-to-date on reading requirements.

Approval groups help ensure that all documents marked for distribution are reviewed and approved by the appropriate people within the organization. Approval groups optionally require approval of documents before they are sent to a reading group.
 
Management may audit the status of a document or an individual user’s reading list. If a reader rejects a document, the reader can record the reason and the administrator is notified via an e-mail that includes the reason for rejection. The rejection can also kick-off a workflow to take further action or revision. 

In a large company with complex document distribution requirements, DKT can form compound reading groups. A senior manager can delegate administration duties for smaller reading groups to department managers while still keeping them a part of larger organizational groups. Compound reading groups also allow authorized administrators to create ad hoc reading groups for single-use document distribution.

An Enterprise Document Knowledge Transfer Web Access license allows multiple users accessing OnBase from one computer to read and acknowledge documents through the DKT reader, removing the need to purchase individual OnBase client licenses for users only needing access to the DKT module.

Application

Organizations that require documented proof that a user has read and acknowledged a specific document for legal, compliance or regulatory purposes can use DKT to create an electronic record of distribution and acknowledgement. Acknowledgement of work instructions and procedures may need to be documented in a healthcare environment for compliance reasons. In manufacturing, employees may be required to regularly review safety instructions so the company meets regulatory requirements and avoids paying fines. Any organization that needs to keep a log of document review and acknowledgement, especially in light of ISO, HIPPA or Sarbanes-Oxley requirements, can use DKT to automate and record the process.

Core Features

• Review and approval cycles for documents
• Single intuitive interface to approve or acknowledge a document
• Accurately and automatically report proof of acknowledgement and identify delinquent approvals or acknowledgements
• Automatic reading list distribution to user upon entry to reading group
• Create compound reading groups to ease and delegate administration
• Create ad hoc reading groups for one-time distribution
• Kick off workflow from rejected document