Are you aware of when your compliance policies need an update? It might seem like a straightforward question, but it’s crucial. Companies that neglect to update their policies, procedures, and plans risk regulatory violations—a potentially costly mistake. Outdated policies may not align with new laws and regulations, or account for new systems or technologies you’ve implemented, leading to inconsistent practices.

By establishing a regular review process, you provide your employees with clear and consistent guidelines, making it easier for them to handle sensitive information. This process also helps your team identify potential threats and vulnerabilities, allowing you to outline steps to mitigate risks. Additionally, setting clear team expectations fosters accountability. Your company can then continuously improve, adapting to new technologies and regulations as they arise.

To top it all off, consider enlisting the services of a certified information management company to help you establish a regular document storage and destruction schedule.

Tips for Reviewing Your Compliance Policies, Procedures, and Plans

Establishing a proactive review of your policies, procedures, and plans is the most effective way to remain compliant with laws and regulations. Your goal should be to get ahead of problems, not constantly react to events as they occur. Here are some tips to help you establish a regular review of your compliance program:

• Know when you should review your policies and procedures. The best time to do a review is once a year. This can be scheduled into the master corporate calendar, so all involved parties have a heads-up. Other times, it is crucial when there is an organizational change. For example, maybe your firm is undergoing an ownership or executive leadership change. Another vital time for review is when the laws and regulations change. Finally, if a policy violation does occur, you must conduct a detailed review without delay.
• Identify which policies and procedures may need to be updated. Reviewing your compliance policies and procedures does not immediately mean a policy revision is in your future. Sometimes, you will need a complete overhaul; other times, you may only need to tweak things. You and your team need to identify which ones must be addressed by answering a few questions:
  • Is the policy being implemented as intended?
  • Does the policy have the desired effect?
  • Are the policies and procedures current and relevant?
• Gather the right participants. You may have a small team doing the reviewing and others writing up the changes. You may need to enlist your company’s lawyer to ensure you are meeting current legal requirements.
• Document changes and proofread. Since those deciding on the changes may not be the same people writing the changes, document what needs to be fixed thoroughly. Once a draft is written, proofread for clarity, conciseness, and grammar.
• Talk with your document storage and shredding company. Some changes require the assistance of an information management company that can help with offsite storage and shredding services. They ensure your records are properly stored or destroyed according to your schedule and policies.

Make Compliance Policy Reviews Easier with Help from the Information Management Pros

Partner with Crown Information Management to take a proactive stance on your compliance program review. Our team is ready to assist you with establishing a retention and destruction schedule to help you remain compliant. We offer additional services to ensure you have what you need when you need it. Look to us for storage, shredding, and scanning services. Learn more when you call us today.

For experienced help with document storage, shredding, media destruction, and records management, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Put our team to work for you. We are a SOC1 Report,NAID AAA, and PCI Certified company.