When a policy is created it is allocated two dates:
Effective Date: This is the date when the policy becomes 'live' (usually after final approvals)
Expiry Date: This is the date after which this policy is no longer valid
Ideally a policy approaching the expiry date will have been reviewed and the new version created ready to take over as the new 'current policy'
To assist with this process GVO provides alerts a number of days prior to expiry. The number of days before the expiry date that warnings are generated is a local decision and is set by the GVO Manager in the 'Settings' area (the default is 60 days).
To define the warning period follow the steps below:
Go to the Settings area (GVO Manager Only)
- Choose the 'Newsletters' tab
- Enter the number of days that you require for warnings to be generated (based on the expiry date)
4. Press SUBMIT
Warnings will be seen on the GVO 'Home page' and in Newsletters for GVO Managers and also any user defined as a 'Policy Owner' when the policy was created.
Note: No warnings are generated for policies stored in a folder when warnings have been switched off (eg Archive or Historic Policy folders). To switch off the warnings for an archive policy go to the folder, use Actions/Edit Folder Properties and use the 'checkbox' shown below
To prevent 'old' policies appearing on the 'public' policy viewers select the second checkbox as well