Policy management software from otris

Intuitive operation was a top priority in the development of the otris Policy management software. Despite its comprehensive range of functions, the system is easy to learn. The well-thought-out user interface reduces the learning curve and promotes user acceptance – a decisive advantage for effectively establishing the software in the company in the long term.

The browser-based otris policy management software does not need to be installed on the user’s end device and works across platforms. It can be easily integrated into existing IT structures and standardised interfaces enable smooth communication with existing systems. Both the administration and the individual adaptation of the user interface are carried out directly in the web browser, which allows for simple and flexible use.

Companies can choose from three software editions with different functionalities to optimally tailor policy management to their needs. In addition, extensions are available to cover further requirements. The software’s open architecture makes it possible to flexibly implement specific requirements and seamlessly integrate third-party systems – from adding simple data fields to more complex, company-specific customisations.

In addition to the range of functions, you can customise the software to your needs by adjusting the number of user accounts. This is quick and easy: for example, if you start out with just one subsidiary and then decide to roll out policy management across the entire group, you simply add the required user accounts. If user accounts are no longer needed, you can terminate them at any time in SaaS mode.

The policy management software can be operated both on-premises and in the cloud. On-premises means that the software runs on your company’s servers. With the cloud variant, on the other hand, you use servers in a secure data centre (located in Germany). You decide which operating model better suits your requirements.

The way the content is presented to the reader is just as important as the content itself for a guideline to be accepted. The otris Policy management integrates a template system that ensures a uniform layout in your corporate design.

With otris Policy management, you can edit documents together in a team. The versioning function logs the development of the document content. With the help of the comment function, the participants can agree on the content of the guidelines. By combining rights (read, write, release), you can define roles that you can assign to the employees involved.

Before a guideline is communicated, it usually has to be approved. The software controls the approval process and the routing of the document to the data controllers in accordance with pre-defined criteria.

You assign the newly created (or an existing) guideline to specifically selected areas of application in the guideline library. The structure of the subject areas and areas of application follows your compliance strategy. For example, you create a subject area ‘Corruption’ in the guideline library and assign the respective documentation to the area of application ‘Sales’. You can subdivide and link scopes as finely as you like by combining function (accounting, sales, purchasing) with regions (Germany, France, Europe). Each employee who is part of the respective scope accesses their personal policy library via the web browser.

When a new item of content is added to the library, the system notifies the employee with a read request. The feedback that the content has been received is documented for each individual user. If an employee does not comply with a read request, they will automatically receive a reminder after a predefined period of time. Read requests are also sent according to the same principle after a content revision/update. In addition, the system assigns a version number to the revision.

Who created which version of a document, who released it and when, and who received and acknowledged this document? What is the read confirmation rate for a newly published policy? This data is not only important for tracking the current status, but also for documenting your policy management in an audit-proof manner. Extensive reporting and statistical functions make it easier to present and visualise the work done on policies. With just a few clicks, you can

Even in smaller companies, compliance data controllers often lose track of whether all guidelines are complete and up to date. otris Policy management helps you by automatically detecting missing or outdated documents. In addition, manual control is simplified. With the system, you can easily create visibility reports that show which employees have access to which documents – in a clear and structured way.

Policy management software helps companies to efficiently manage their internal policies, procedures and compliance requirements. It enables the centralised storage, management and distribution of policies to ensure that all employees have access to up-to-date and relevant information.

Effective policy management ensures that companies can comply with legal and regulatory requirements. It minimises risk by providing consistent and up-to-date information, which is particularly important for audits and compliance.

Typical functions include:

• Central administration: All guidelines are stored in one place. Changes are logged and older versions are archived.
• Workflow management: Approval and publication processes can be automated.
• Access control: Authorisations can be individually customised.
• Tracking and reporting: a record is kept of who has read which guideline and when.

The software ensures that all employees always have access to the latest, legally compliant guidelines. Automated workflows and regular updates enable companies to react quickly to changes in legislation and to prove their compliance at all times.

In general, modern policy management software can be seamlessly integrated into existing IT infrastructures, including document management systems, HR software and other compliance tools. However, not every policy management provider offers this option.

Digital systems offer numerous advantages, such as increased efficiency, lower administrative costs, real-time updates and improved traceability. They reduce the need for manual tasks and minimise the risk of errors or outdated information.

By integrating it into training programmes, new or amended guidelines can be communicated directly to employees and their acknowledgement can be logged. This makes onboarding easier and ensures that all employees have the information they need.

Yes, leading software solutions provide comprehensive security features, such as encrypted data transfer, access controls and regular security updates to ensure the confidentiality and integrity of stored information.

When making your selection, you should consider ease of use, scalability, integration with existing systems and the security features offered. It is also advisable to choose a solution that offers good support and regular updates.