How to efficiently review IT Policies using DocuMine

Streamline IT Policy reviews by automating the search for answers to key questions, saving time and ensuring consistency.

What is DocuMine?

AI-powered DocuMine eliminates the tedious task of manually searching through large volumes of documents. You can ask specific questions to receive precise answers. DocuMine automatically suggests answers to your questions and creates references to the relevant numbers, text, or sentences.

By replacing manual work with AI, users can focus on reviewing and validating data while staying in full control.

Why Use DocuMine for IT Policy reviews?

Reviewing IT Policies can be a daunting task, especially when dealing with extensive documentation. DocuMine drives real value with:

• Time Savings: Automates manual searches and accelerates reviews.
• Consistency: Ensures thorough and uniform analysis across documents.
• Traceability: Provides clear references to the source document, making audits easier.

Pre-requisites:

• DataSnipper version 6.2 or later
• User Management enabled in Admin
• Accelerate or Elevate DataSnipper package
• Access to the internet

Video tutorial

Example workbook

Here you can download the workbook shown in the video including all of the listed questions and source documents.

Example workbook - IT Policy review

Step-by-Step Guide

Step 1: Prepare Your IT Policy Document(s)

1. Before starting, upload your IT Policy document(s) to DataSnipper Platform.
2. You can import documents with "Import" or "Organize" buttons. 

   

Step 2: Define Your Questions

1. Write down all the questions you need answers to in your Excel sheet.
   • For example:
     • "What is the objective or purpose of this policy document?"
     • "What's the date of issuance for this policy?"
     • "How does this policy address data privacy and confidentiality concerns?"
2. Refer to the example workbook for common IT Policy review questions.

Step 3: Open DocuMine

1. Click on the DocuMine icon in the DataSnipper ribbon in Excel. 
2. The DocuMine pane will appear on the right side of your screen.

Step 4: Select Your Input Questions

1. Highlight or select the questions you’ve written in your Excel sheet. 
2. Click Next in the DocuMine pane to proceed.

Step 5: Select Your Source Documents

1. In the DocuMine pane, select the IT Policy document(s) you want to search for answers.
2. Click Start to initiate the DocuMine process.

Step 6: Start your review

1. Once DocuMine completes the process, click on "Start Reviewing" to review the AI-generated answers in Excel.
2. Each cell will contain answers found in the document.
3. Answers will include Snips referencing the source document, making verification simple.

Step 7: Validate the answers

1. Confirm the accuracy of each answer by reviewing it carefully:

   • If the answer is correct, click "Approve" to save it in the designated cell. Approved answers will be highlighted as pink Snips, confirming your review is complete.
   • If the answer is incorrect, click "Reject" to discard it. Rejecting an answer will remove both the incorrect answer and its associated Snips.

Step 8: Use Focus Mode for Detailed Review (Optional)

Focus Mode is a dedicated interface in DocuMine designed to help you efficiently review, approve, and reject answers. It simplifies your workflow by displaying one answer at a time while providing full context from the source documents.

• Left Side: Displays the question, answers, and the reference to the source (Snips).
• Right Side (Document Viewer): Shows the source document for reference.
• Approve or Reject: Validate the answers by either approving or rejecting them as needed.

With a clean layout and intuitive controls, Focus Mode ensures you can concentrate on the Answers without distractions.

Improve reviews while increasing efficiency

Reviewing IT Policies with DocuMine is an efficient and reliable process that transforms a traditionally manual task into a streamlined, automated workflow. By leveraging AI, you can save time, maintain accuracy, and ensure compliance.

For more tips and tutorials, keep reading our Knowledge Base!