Documentation Toolkit FAQs

I’m thinking about purchasing a toolkit…

What is a documentation toolkit?

Most management system, compliance and certification projects require documented policies, procedures and work instructions.

A documentation toolkit is a collection of customisable templates that have been written by industry experts to help you produce the documentation that meets the requirements of your chosen management system standard or compliance project.

Why would I want a documentation toolkit?

Our documentation toolkits are designed to minimise the amount of time and money that an organisation spends writing and developing the documents themselves.

What format are the files in?

DocumentKits

These toolkits are accessible via our online platform, within which you can view and customise the templates in line with your organisation’s policies, processes and procedures. Tools and documentation dashboards, where provided, will be in downloadable Excel format, and guidance documents are provided as downloadable PDFs. The toolkit documents can be downloaded in PDF format once you have customised them.

Microsoft office

These documentation toolkits are compatible with the Windows versions of Office 2016, 2013 and 2010. If you use one of these Office versions on a Mac, or are using an older version of Office, please contact us.

Will it work in my organisation?

Our documentation toolkits are suitable for organisations of any type or size, whether they are in the public or private sector, and contain the necessary documentation templates and tools for your compliance project. While some document templates may not initially be relevant within the scope of your project, they may prove valuable over time as your business improves and grows.

How can I purchase the documentation toolkit?

You can purchase a documentation toolkit from our online shop using our secure payment platform, or if you’d prefer to speak to someone, you can contact us here. We are ISO 27001-certified and PCI-compliant.

Toolkits available in the DocumentKits platform are available as an annual subscription with an initial first year charge, followed by a recurring annual fee on the anniversary of purchase. Please refer to the product page of the toolkit(s) you are interested in for the specific pricing.

Is the toolkit a software product that I need to install?

DocumentKits

No, you will not need to install anything. The toolkit is accessible via DocumentKits, our online platform, which runs in a web browser.

Microsoft office

No, it is not a software product that you need to install. However, the documents use a certified macro that enables you to set document classification levels and to quickly fill in certain repetitive fields throughout the documentation templates, such as your company logo, name and address. Our code has a signed certificate verifying that we are the publishers

How will I receive the documents?

DocumentKits

When purchasing a DocumentKits toolkit you will need to enter your company name. Once the transaction is completed, you will receive an email with your username and temporary password, with details on how to access the online platform. If you already have a DocumentKits account, your new toolkit will appear in your existing account so long as you use the same company name.

Microsoft office

All Microsoft office toolkits are electronically fulfilled and you will receive your sales receipt and download instructions via email immediately after you have completed the purchase

Are the toolkits fit to use ‘straight out of the box’?

The toolkits are not an out-of-the-box solution; depending on your implementation project, you will need to add details to the templates that match what your company does and what it should be doing. Compliance, management system and certification projects are complex and require a lot more work than just documentation, so this should be considered when purchasing a toolkit.

Our toolkits provide a framework for documenting your compliance with standards and regulations, with content and guidance written by experts. You will need to ensure the templates are edited to truly reflect the nature of your business and the environment within which it operates.

Can I edit the documentation for my organisation?

Yes – please do!

Our toolkits contain editable areas where you are prompted to customise the information according to your organisation’s own policies, procedures and records.

Can I speak to someone about my organisation’s requirements before I purchase?

Absolutely. You can speak to our friendly team and they will help you to define your project. You can email us at servicecentre@itgovernance.co.uk, or call us on +44 (0)333 800 7000

Do you offer support for your toolkits?

We provide an unlimited drafting support service. This entails help setting up your account, adding contributors and customising the templates.

Our support service does not extend to consultancy and implementation advice.

Do you offer refunds and returns?

As documentation toolkits cannot be physically returned, we are unable to offer refunds.

For more information, please see our terms and conditions. If you have any concerns, please contact us at servicecentre@itgovernance.co.uk

I’ve purchased a toolkit and I need a bit more help…

Where is my toolkit?

DocumentKits

The toolkit is located within our online DocumentKits platform, which is accessible using your web browser. This platform ensures secure storage and automatic updating of your toolkit(s) when required. You do not need to download or install anything on your computer. If you have not received your welcome email after purchase, then please contact us at servicecentre@itgovernance.co.uk with your order details.

Microsoft office

You should have received an email after purchase containing a download link to retrieve your toolkit. If you have not received this email, or you are unable to download the toolkit, then please contact us at servicecentre@itgovernance.co.uk with your order details

Why do the files have document references?

Many project implementers use the documentation templates alongside a copy of the relevant standard. We assign our document references based on an abbreviated prefix (typically the specific management system standard or legislation, e.g. ISMS), a reference to the document type (document or record) and a numerical identifier (correlating to the clause or requirement within the standard). Referencing them like this means you can easily navigate your way around the toolkit and validate your progress against the standard.

Can I rename the files in my toolkit?

DocumentKits

It is not possible to rename the files within the DocumentKits platform. However, you can export the documents as PDFs, enabling you to rename them so they are in line with your organisation’s style or business management system.

Microsoft office

We recommend that you don’t rename the files until you are familiar with the toolkit and templates. Renaming the documents will break the internal hyperlinks within the documents, and those links can be valuable when you are starting out on your implementation project.

Once you have identified which documents you need for your implementation project, you can export them to a separate folder and rename them so they are in line with your organisation’s style or business management system (BMS).

Am I due an upgrade?

DocumentKits

For as long as you continue with your subscription, updates will appear automatically within your DocumentKits account.

Microsoft office

We try to ensure all relevant updates are sent out to customers who are still within 12 months of purchase. If you are unsure whether you are entitled to an upgrade or update, or whether you were sent the correct files, contact us here with your customer receipt number or invoice number. We will check for you and get any updates sent out to you as soon as possible.

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