IMPLEMENTATION: From your policy library to live.
Most services are live within six weeks. Hot Source is implemented in five steps, alongside your current repository or with its own built-in policy management.
Two ways to run it
Keep your repository
Hot Source connects to your existing document management system, which stays authoritative for publication. Approved changes and withdrawals flow through to Hot Source.
Use built-in policy management
Reviews, approvals, publication, checking and staff access live together in Hot Source. Your existing library and the records you need to retain are migrated across.
How implementation works
- Connect or import your library. We connect to your repository or import your approved policies, and establish the approved baseline: versions, access and withdrawals.
- Set up ownership and approvals. Owners, review dates and your review and approval pathways are configured to match how your organisation already works.
- Set who sees what. Sign-in and access are connected, and guidance is scoped by facility, area, division, function, role and agreement.
- Test with your reviewers. Your subject-matter experts run real staff questions and policy checks, and confirm the answers, citations, exclusions and escalation.
- Go live. Staff access opens, with an implementation owner and support arrangements in place.
Most services are live within six weeks. The exact schedule depends on the size of your library and the route you choose, and we agree it with you at the start.
What we need from you
- An implementation owner and a policy owner
- Access to the source library, or an export of it
- Your sign-in and access arrangements
- Subject-matter reviewers to verify findings and answers
Bring your digital and security team the security and procurement information early so their review can run alongside implementation.
Moving from another system
If Hot Source is replacing your current system, we run a trial migration on a representative part of the library first. Continuity, rollback and acceptance criteria are agreed before the cutover date is set.
What you can measure
- Time to find the correct guidance compared with the current process
- Answers supported by the cited passages, with gaps and conflicts made visible
- Reviewer-confirmed findings and the time required to resolve them
- Questions your approved library cannot answer, giving policy owners a prioritised improvement list
Pricing
Pricing follows the scope: organisation size, library size, workflow and access needs. Setup, migration and any continuing integration work are identified separately, and the price is clear before you commit.
Prefer to start with a pilot?
You can. A paid four-week pilot runs Hot Source on a representative set of your policies, with real staff questions and your own reviewers. The scope, measures and ongoing price are agreed before it starts, and your current system stays authoritative throughout.
Want to know more?
Tell us who you are and roughly how many policies you have. We will send you some more information.
Find out more