Document Knowledge Transfer

The Document Knowledge Transfer (DKT) module enables organizations to rapidly distribute required reading documents to an entire workforce and easily audit mandatory 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 role-specific reading resources. All users are provided with the correct versions of all required documents and deadlines for document reviews and acknowledgements are enforced.

Document Knowledge Transfer consists of two primary components: Reading and Approval groups. 

Reading Groups consist of OnBase users who will receive documents for reading. Policies governing the reading, acknowledgement and the method of approval for each document are defined per Reading Group. New users added to Reading Groups are immediately assigned all required documents for that group, regardless of when documents were assigned to the group. Users are able to view, sort, prioritize and acknowledge documents they have been assigned to read. E-mail notifications help ensure that all users are kept up-to-date on any new documents and revisions that need to be read. Management may audit the status of a document or an individual user's reading list.

Approval Groups help ensure that all documents marked for distribution are reviewed and approved by the appropriate resources within the organization. Approval Groups optionally require approval of documents before they are sent to a Reading Group.

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

• Event notification via e-mail

• Required reading documents are centrally stored in OnBase, ensuring all users read the same document