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MemoManager
- Control the dissemination of information throughout your
organisation
- Avoid the implications from mismanaged memos
- Ensure staff is always aware of upcoming changes
- Easily determine who has read and signed-off on important
memos.
The MemoManager allows you to manage and measure the release
of important policy changes in areas of risk and compliance. This
tool facilitates fully-traceable authorship, review, and distribution
of your important information. Memos are sent, with attachments
if desired, automatically through your email system to reviewers
and, once accepted, to the recipients. Authors are able to indicate
if they require recipients to sign off the memo, thereby acknowledging
that they have taken aboard the memo's content. Managers can see
at a glance who has acknowledged the latest policy updates and who
has not. Take control of the information disseminated throughout
your organisation and have confidence that nothing is released until
it is approved.
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Features
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Benefits
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A Memo may undergo a review process prior to release
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The Memo author may send the memo to one or several reviewers
to determine if the content and intended audience is suitable.
Encouraging collaboration helps to minimise distribution
of incorrect or unsuitable information.
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Review and Recipient audiences can be individuals, roles,
or groups
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Easily and quickly select as many or as few audience
members from the staff repository as required.
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Specify what is required of the Memo recipients
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Clearly detail the implications of the memo for the recipient
audience. This way there can be no uncertainty; each member
will understand what is expected of them.
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Attach documents to the Memo and ensure they are read
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Any item of content can be attached to a memo. This may
be for reference purposes, or it may contain the focus of
the memo. The author can specify that the memo is to be
read and KnowledgeBase will indicate if this has or has
not been done. See at a glance the status of the memo and
if attachments have been read.
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Ask recipients to "Sign-Off" on a memo
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An author can specify if he or she wishes a memo to be
signed-off; that is, the recipient physically acknowledges
that he or she has read the memo and all attachments. This
way, the author is certain that information has been effectively
distributed.
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Secure Memo permissions
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Using KnowledgeBase Security you may configure the Memo
Module to ensure information is able to be accessed as required
but avoiding "opening" up the system unnecessarily. Restrict
who has memo authoring and review permissions. Allow recipients
to see otherwise restricted attachments in the short term;
that is, while the memo is active. Control access to memo
or content comments; and specify if they are to be private
(author only) or public. Make sure the right people can
see the right information.
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NZTA use the memo sign-off facility to ensure staff have read and
understood all new policy and procedure items. They also utilise
the KnowledgeBase discovery features in their call centre for all
enquiries.
StudyLink and Work and Income Frontline use MemoManager to distribute
information. This relieves "email hail" across the organisation
and channels the right information, to the right people, at the
right time.
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