From PDF Downloads – to Real Time Digital Policies, Procedures and Regulations

The Company

A leading General Insurance company was facing significant challenges in regulatory compliance – aligning policies and procedures with regulation and integrating learning management and attestation. 

The compliance risk was deemed to be high – with the potential for decisions being made on out of date policies that did not align with the relevant regulation.

The Challenges

Policies, procedures and regulatory content was in analogue format, and the systems were disconnected.
Staff had to search for and download PDF documents from the intranet. Policies were not linked to procedures or the relevant regulations.
The Learning Management System was not integrated with the policies and procedures repository, limiting opportunities for continuous learning.

The Solution - Policies Re-Imagined

1WordFlow implemented Policies Re-imagined in 5 simple steps:

1. Created fully digital policies and procedures

Employees have real time access to up-to-date policies anywhere and on any device, online and offline.

2. Implemented a publishing console -fully integrated with SharePoint

Incorporating workflow to update documents, fully integrated with SharePoint Online, enabling
simultaneous publishing.

3. Generated Detailed Analytics

Measure and analyse how every document is being used – down to the page level.

4. Enabled Automatic Comparison with Regulation

Highlight where policies and procedures are impacted by regulatory change.

5. Integration with Learning Management Systems

Staff test knowledge at any time while accessing a policy or procedure.

The Results

Real time access to up to date policies and procedures
Elimination of version control issues
Full integration of policies with regulation, learning management and compliance attestation