If you consider how you currently deal with the processes of employee induction and general awareness of your internal policies and procedures; the chances are – it’s heavily paper-based. A typical employee induction checklist involves each new employee reading through many pages of HR handbook material, acceptable use, health & safety rules and security policies, and then confirming their understanding and acceptance by signing and returning at least one copy of each document.

Nowadays with increasing regulation and employment law issues, combined with growing risks concerning data leakage and insider threats; it is not uncommon for employees to each have to read and digest more than 100 pages of material plus any copies made for signature and filing. It is likely that you will be doing something similar for all workers and contracted parties and repeating this process on a regular and increasingly frequent basis; being driven as you are by tougher regulation, growing risks, and faster staff turnover.

A medium sized organisation of 1000 staff undertaking a paper-based awareness and affirmation process several times a year, can easily consume 500,000 pages of documents being produced, copied, mailed and eventually disposed of. Added to this are the environmental and cost impacts of printer cartridges, power and storage. Reducing or eliminating paper-based schemes delivers clear economic and environmental advantages for those organisations turning to the benefits of electronic documents.

10 reams of 100% virgin copier paper uses .6 trees , and 1 tree makes 16.67 reams of copy paper or 8,333 sheets. So in our above example of a typical medium-sized organisation deploying printed policies to all its staff several times a year; there is an opportunity to save up to 60 trees per annum by moving to an online policy awareness and acceptance system. Where users do need to print out paper copies, RuleSafe ensures that this is also minimised by filtering-out any non-relevant information prior to printing.

RuleSafe becomes an essential component of any organisations' risk management document strategy and provides the necessary solutions to eliminate paper documents, streamline the business process and quickly search for content from a secure, centrally managed repository. Electronic creation, delivery, circulation, storage and management of documents eliminates the need to print-out, photocopy, post or manually file paper records.

RuleSafe Cloud / SaaS version goes even further by delivering a completely Carbon-Neutral solution in making your policy awareness and acceptance programmes paperless and remotely managed; thereby eliminating the need for additional IT resources to host and administer the service. Furthermore we host and deliver the RuleSafe services on highly energy-efficient cloud-based infrastructure using carbon offsets to ensure our cloud service is completely carbon-neutral and as green as it can possibly be.

Where locally held copies of policies, procedures, standards or reports are needed by your users, these are all created as electronic documents such as Word, Excel or PDFs by default – again making it easy to do everything you need to via normal desktops without consuming paper, or additional systems, software or power. Because one of the key features of RuleSafe is to filter-out non-relevant information and only present users with what they really need to know; there is less temptation for users to print off the information.