Is your firm's policy management creating compliance risks you can't afford to ignore?

The current policy management crisis

Most law firms are managing policies through outdated methods which create significant compliance gaps:

• Email distribution with no tracking of who has read and understood documents
• Static Word documents that quickly become outdated
• Manual reminders that are easily forgotten or ignored
• Inconsistent version control leading to confusion about current requirements

This creates operational problems: policies sit unread in email folders, updates don't reach everyone who needs them, and firms have no reliable way to demonstrate that staff have understood key compliance requirements - vulnerabilities that regulatory bodies increasingly scrutinise during inspections.

What works: integrated policy management

Effective policy management requires a systematic approach that ensures policies are not just distributed but actively engaged with and understood. Key components include:

1. Automated distribution and tracking - Direct assignment to relevant staff with completion monitoring
2. Version control - Clear audit trails showing when policies were updated and by whom
3. Scheduled reviews - Automatic reminders ensuring policies remain current and relevant
4. Staff accountability - Personal dashboards showing what needs to be read and by when
5. Accessibility - Mobile access enabling compliance regardless of location

Meeting your regulatory obligations

Beyond operational efficiency, proper policy management directly supports your regulatory compliance obligations. The SRA expects firms to have robust systems ensuring staff understand and follow firm policies. Inadequate policy management can be cited in regulatory actions and may affect your firm's risk profile with insurers.

Effective policy management demonstrates that your firm takes compliance seriously and has systems to ensure staff are properly informed about their obligations.

The business case for better policy management

Poor policy management creates measurable business risks:

• Regulatory penalties - SRA fines for AML and other compliance failures often stem from inadequate staff understanding of policies
• Professional indemnity implications - Insurers may scrutinise your policy management processes when assessing claims or setting premiums
• Operational inefficiency - Staff spend time searching for current policy versions instead of focusing on client work

These aren't administrative inconveniences – they represent significant financial and regulatory risks.

A comprehensive solution: the Policies & Procedures App (P&P App)

Recognising these challenges, we've developed our P&P App as part of Access Evo, designed specifically for legal practice requirements.

The app addresses the core problems with traditional policy management through integrated features: automated distribution and review cycles, real-time tracking with complete audit trails, personalised staff dashboards, mobile accessibility and a Copilot AI assistant that helps staff quickly find policy information without interrupting their workflow. Whether you use our template library or upload your own policies, the system adapts to your firm's needs.

Making policy management work

Effective policy management isn't about technology – it's about creating systems that ensure your staff have the information they need to work compliantly and efficiently. The firms that prioritise robust policy management will be better positioned to handle regulatory scrutiny, reduce operational risks, and maintain their professional standing.

Contact us to learn how comprehensive policy management can strengthen your compliance framework while improving operational efficiency. The P&P App launches on 06.10.25, providing law firms with a practical solution to policy management challenges.