Re: Document Distribution
I'm looking for a Best Practices - or at least something that works
Consider the concept of "controlled distribution." This may be overkill for your situation, but perhaps you can adapt the idea. Basically, controlled distribution means that you _do_ know who uses each document, because you are responsible for ensuring that each person on a need-to-know list receives and signs for a copy of each updated document and returns the controlled copy of every superseded doc. Every document is serial-numbered, labeled with the name of the person it is assigned to, and endorsed to prevent copying.
Obviously, all these concepts are from the days of hard copy distribution. The equivalent in today's technology is digital rights management (DRM). These are systems that work primarily with PDFs. The key idea is that you can set an expiration date for a document even after you distribute it. Poof. It becomes inaccessible by the user, and they have to use the new version.
Look at authentica.com as one example, although I'm sure there are competing solutions, as well. It sounds as if your company can probably afford to put such a system in place, and it is up to you to determine whether such a system can be configured to do what you need it to do, then sell the idea to management ;-)
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References:
Document Distribution: From: Parrott, Kathleen E.
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