Compliance processes

Owned by Eric Klein
Last updated: Jun 07, 2024
2 min read

Description:

Compliance processes ensure that a company adheres to legal regulations and internal policies. This includes documentation of procedures, regular updates, and approval workflows. Centralizing these documents ensures uniformity and prevents outdated or conflicting versions.

Examples:

  • Data Privacy Policies: Detailed procedures on handling customer data to comply with regulations such as GDPR.

  • Financial Regulations: Guidelines on financial reporting and auditing to meet standards like SOX.

  • Operational Standards: Procedures for operational tasks to ensure safety and efficiency, such as workplace safety protocols.

How-to Manual:

  1. Create Central Compliance Documents:

    • Create a new Confluence page titled "Compliance Processes."

    • Add detailed descriptions of compliance processes, including steps, responsibilities, and regulatory requirements.

  2. Create Excerpts:

    • Highlight sections of the compliance document that will be reused across different departments. Click on the "+" icon in the toolbar and select "Multiexcerpt" from the macro list.

    • Name each excerpt appropriately (e.g., "Data Privacy Policy").

  3. Categorize Excerpts:

    • Use the categorization function to organize excerpts into relevant categories such as "Data Privacy," "Financial Regulations," and "Operational Standards."

  4. Approval Workflow:

    • Set up an approval workflow using a workflow plugin or Confluence's built-in capabilities to ensure that all compliance documents are reviewed and approved by the relevant authorities.

  5. Embed Excerpts in Departmental Pages:

    • Navigate to the pages of various departments (e.g., HR, Finance).

    • Click on the "+" icon, select "Multiexcerpt Include," and choose the relevant excerpt from the "Compliance Processes" page.

    • This ensures that each department always has the latest approved version of the compliance document.

  6. Automatic Updates:

    • Any changes made to the central compliance document will automatically be reflected on all departmental pages where the excerpts are used, maintaining consistency and ensuring that all employees are following the most up-to-date policies.