For many organisations achieving compliance of policies and procedures can be a challenge. A large proportion of compliance incidents and security breaches can be traced back to user error. Employees and contractors represent the most significant threat to the reputation of an organisation, so it is vital that a system is put in place that guarantees user awareness and provides accountability.
Compliance is an impossible task using exiting methods of communication such as email and corporate intranet and can only be effectively maintained through the use of a policy management system that streamlines processes and creates an educated workforce.
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 be one that has a consistent method of creating policies, adds structure to company procedures and makes it easier to track attestation and responses of staff.
The biggest problem organisations face with information security and compliance is user participation, however an effective policy management system will ensure that employees are only presented with targeted compliance content that is relevant to them.
So, what are the benefits of using a Policy Management System
There are many benefits to using a Policy Management system within your organisation:
- Policy Automation
Policy management can either be handled manually or through automation, however the manual route can be a laborious process which often results in inaccurate reporting and distorted results.
By automating your policy management, you will streamline your 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 prevented from risks and litigation.
- Manage Risk
Implementing a policy management system begins with the identification of your 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.
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.
- Provide Effective Governance Reporting
Policy Management software addresses they key problem of demonstrating compliance with legislative requirements and providing due care to third party auditors and regulators. It provides transparent real time information that can be used to streamline processes and effectively target those areas that present the highest risk to data security.
- 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.
- Drive User Participation and Awareness
It is 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 also 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.
Organisations have an increasing responsibility to ensure that employees understand the information that is being presented to them and furthermore demonstrate this. By implementing an effective policy management system, organisations will educate staff, demonstrate compliance, save costs, become more efficient and ultimately keep data protected and secure.
To find out how MetaCompliance can help streamline your policy management system, click here