One of our business partners recently came to us with a challenge they are having with traditional job aids and documents for team members. Once we publish a document that contains process information that information tends to change quickly! Our issue is that team members rather than accessing the job aids/documents every time they need it (in Rise, Box, etc.) they download it to their computers and access the old documents that may be outdated.
Does anyone have any tips to combat this? I'd love to hear what all of you do to make sure people are getting the most up-to-date information!
Once they download it and keep on their system there's really not an easy way to control this. There are some pay services where you can add a time limit to PDFs.
A few ideas:
Don't allow documents to be downloaded. Put the content into the course via a web object and you can dynamically update it without republishing the course.
If you do add a downloaded doc, put a time stamp warning on it so the document appears to expire. For example, if you know that the docs are only good for a 3 months, set a dispose by date. And make it real big and obvious. And add instructions on where to get update.
Maybe you can create job aids and documents in Google docs and link to them from the e-learning. You can change the contents of the Google docs and everyone has the latest version. Add an expire date or published date in the docs as Tom Suggests.
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Once they download it and keep on their system there's really not an easy way to control this. There are some pay services where you can add a time limit to PDFs.
A few ideas:
Thank you for the thoughts, Tom! I will share these ideas with my team and see what they think :)
Hi Melissa,
Maybe you can create job aids and documents in Google docs and link to them from the e-learning. You can change the contents of the Google docs and everyone has the latest version. Add an expire date or published date in the docs as Tom Suggests.
Best regards,
Mark
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