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Software for Policy Management and Compliance

Policy Communication

Customers determine the most appropriate way for policies to be communicated to staff at the desktop. Communication is always recorded, so that policy owners have immediate visibility of which policies have been communicated to which employees and when. Typical approaches are:

  • At login, if PolicyMatter identifies a user as not being 'up to date' with a policy. This could be automatically triggered by a new starter joining, a new policy being published or an existing one changed, someone changing roles, or a policy being marked for automatic re-presentation, say, every six or twelve months
  • Via a controlled email link i.e. users are linked directly to the policies that require attention. If they fail to do this within set timescales, the policy owner can determine appropriate steps like notifying a manager or denying system access
  • Linking to applications e.g. an attempt to launch an application triggers the presentation of policies with sign-up or demonstrable understanding required before access is given
  • For users without networked PC access, a facility to generate policies containing employee-specific 2D barcodes which, after the employee has signed, can be scanned into the PolicyMatter system

Flexible controls make policy communication via Policymatter a rich and powerful experience that is effective for policy owners and gives clarity to employees in equal measures:

  • Presentation of 'mandatory' policies in such a way that they cannot be ignored
  • Access for staff to their own personal policy library, a store of all the policies relevant to them
  • The ability to prioritize essential policies as critical, high, normal or low
  • Configurable timescales within which staff have to read and agree to policies
  • Concurrency thresholds i.e. the ability to limit the number of people presented with policy at any one time
  • Provisions for staff on vacation or on extended leave
  • 'Search' facility to locate policies
  • No display of policies for users automatically identified as being 'up to date'.
  • Automatic updating of policies held on the corporate intranet
  • Optional 'Feedback' facility allowing policy owners to invite feedback on clauses

Next: Understanding and Affirmation

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