Best Practices for Automating Your Policy Management Program

Elle Tsivkaz of Mitratech reports that at the core of a strong policy management program are best practices for a structured, repeatable process. Effective policy management is crucial for minimizing organizational risk, particularly during times of disruption when rapid changes, such as remote work and access protocols, necessitate clear, consistent, and enforceable policies. 

As companies face increasing regulatory scrutiny and employee-driven litigation, however, managing internal policies manually leaves organizations dangerously exposed. An automated centralized repository housing all policies and maintaining audit trails that support compliance reporting is critical. 

Automation streamlines the review and approval process, ensuring that the right stakeholders evaluate only the most current versions of policies. Once approved, policies are distributed intelligently, targeting only the employees who need to see them, thereby saving time and reducing confusion. Automated affirmations track who has received, read, and acknowledged each policy, reinforcing company values and fostering a culture of compliance.

To ensure that employees understand the policies, companies can utilize knowledge assessments and surveys to identify any gaps in understanding. Insights gained from the assessments enable continuous improvement and support proactive risk management. Reporting and audit features then close the loop, providing tangible evidence to regulators that policies are effective and well-communicated.

Most importantly, an effective policy management program requires leadership and strategic intent. The steps to be taken include determining a project leader, assigning policy ownership, mapping policies to business objectives, and creating a policy to function as a roadmap. 

Maintaining an evolving framework will ensure that the policy management program stays relevant and useful, bringing visibility, accountability, and resilience to the legal department’s compliance strategies.