Policy & Document Management
One place for all your policies. Version control, staff acknowledgements, and automated review reminders.
The risk of policy chaos
When policies live in shared drives and filing cabinets, nobody knows which version is current. Staff claim they never saw the policy, and auditors find gaps that should have been addressed months ago.
Key features
Everything you need to manage policy & document management efficiently and confidently.
Central repository
All policies in one searchable location with folder organisation.
Version control
Track changes between versions with full audit history.
Acknowledgement tracking
Track which staff have read and acknowledged each policy with timestamps.
Review reminders
Automatic reminders when policies are due for review.
Role-based access
Control who can view, edit, and approve policies.
Export and share
Generate PDF versions and share with external stakeholders.
Benefits
Use cases
A care provider needs to ensure all staff acknowledge updated safeguarding and medication policies.
Outcome: Staff receive notifications when policies change. CQC inspectors see instant proof of acknowledgement.
An FCA-regulated firm needs to track policy reviews and staff attestations for compliance.
Outcome: Automated review schedule ensures policies are always current. Audit evidence is available at the click of a button.
HSE requires evidence that all workers have read and understood safety procedures.
Outcome: Digital acknowledgement replaces paper sign-off sheets. Full history available for inspections.
Common questions
- What is policy management software?
- Policy management software is a centralised system for creating, storing, distributing, and tracking organisational policies. It ensures everyone has access to the latest versions, tracks who has read and acknowledged each policy, and maintains an audit trail for compliance purposes.
- Why is version control important for policies?
- Version control ensures only the current approved policy is in circulation, maintains a complete history of changes, and prevents staff from following outdated procedures. It's essential for audit evidence and regulatory compliance where you need to prove which policy was in effect at any point in time.
- How does policy acknowledgement tracking work?
- Staff receive notifications when policies are published or updated that require their acknowledgement. They read the policy and confirm they understand it. The system records who acknowledged, when, and which version – creating evidence that staff have been informed of key procedures.
- How often should policies be reviewed?
- Most policies should be reviewed at least annually, though some may require more frequent review based on regulatory requirements or operational changes. The system tracks review dates and sends reminders to policy owners when reviews are due.
Ready to organise your policies?
Join our founding partner programme and be among the first to use this module.