In today’s current economic climate, it’s vital that organisations have an enterprise policy management system in place that can help identify and manage risk whilst protecting against reputation damage and the threat of hefty fines.
Compliance can prove an impossible task using existing methods of communication such as email and corporate intranet, however through the use of policy management software, organisations can streamline internal processes and demonstrate ongoing accountability to regulators.
A policy management system provides organisations with an easy to use, centralised solution for creating, storing and distributing important policy documents. An effective policy management system will have a consistent method of creating policies, adds structure to company procedures and makes it easier to track compliance.
There are many reasons why your organisation should implement an Enterprise Policy Management System:
1. Policy Automation
Policy management can either be conducted manually or through automation. The manual route can be a labour-intensive process which often results in inaccurate reporting and distorted results.
By automating your enterprise policy management, you will streamline processes and save time on a number of key tasks. Policies can be completed on time, and in a way that can be controlled and measured, reducing the impact of human error.
The automation of policy management will ensure that compliance is up to date and that your organisation is protected from risks and litigation.
2. Effective Governance Reporting
Policy Management software addresses they key problem of demonstrating compliance with legislative requirements and providing due care to auditors and regulators. It provides transparent real time information that can be used to improve processes within organisations, and effectively target those areas that present the highest risk to data security.
3. Manage Risk
Implementing an enterprise policy management system begins with the identification of risks and managing suitable controls to deliver risk mitigation. One of the problems that can arise with this process is the effective communication of policies and procedures to employees.
Employees represent the most significant threat to the reputation of an organisation, so it's vital that a system is put in place that guarantees user awareness, and ensures that staff are presented with targeted compliance content that is relevant and specific to their role.
Policy Management software ensures that all users in a target group must agree to a policy or complete tests by a specified date and time. This enables organisations to properly determine employee understanding of the policy and demonstrate compliance.
4. Target Multiple Users
An effective policy management system will have the ability to target or exempt specific groups of users. Policies may differ across an organisation, so specific policies may be needed for individual departments. This kind of targeting ensures that the right policy is going to the right people, at the right time.
5. Drive User Participation and Awareness
It’s important that organisations achieve and demonstrate 100% compliance and user awareness with key policies. Managing compliance is always more effective when users are involved as it gives them a greater understanding of the significance of their actions with regards to information handling.
An effective policy management system will enable organisations to measure and demonstrate the continuing improvements in awareness, and highlight areas that require attention before they pose a risk to security and compliance.
The MetaCompliance enterprise Policy Management software contains all the key elements required to automate, deliver and manage your organisation's policy management life cycle. MetaEngage provides an accurate account of compliance awareness levels, and the detailed management reports enable organisations to pinpoint areas that present the highest risks to data security. Contacts us for further information on how we can help your organisation.