Designing Compliance Management Systems

Why are Compliance Management Systems Important?

Compliance Management Systems are essential for many reasons. Chief amongst them is delivering new safety and risk policies and procedures that will keep not only your organization risk-free but also your employees as well. This system can be used to define standards and regulations that your team members need to abide by. It can communicate daily weekly and monthly tasks that need to be assigned to ensure safety compliance with company standards. It can also be used to audit completion and compliance with these tasks and regulations. By doing this, you can see how vital these systems are. You can benefit not only in increasing safety by decreasing risks but also allows for less overall costs. A good compliance management system can help you identify safety and risk problems that may be present in your organization. These systems will also help your leaders be ready if any government or corporate auditors present themselves in person. It also makes sure that you are compliant with all safety requirements, which is not only suitable for your staff but also your customers.

When you are running a business, one of the biggest things you need to be concerned with is how to help your organization to achieve safety and risk compliance. This will help your business bottom line and protect you and your employees form any unwanted issues arising. One way is to invest in a CMS, or compliance management system, what is this, and why do you need one?

In this article, we are going to break down the answers to those questions, and many others you may have about compliance management systems.

What is a Compliance Management System?

In the context of safety and risk management, a compliance management system allows you to store important documents, forms, and other processes that will help your organization comply with state and federal as well as corporate policies and procedures. Often, this system is integrated into many different systems like advertising to operations and even administration. This system is where many of those forms you knew hires need to fill can be held as well as any updated policies and procedures that you need to make sure your entire organization gets their hands on.

What Are Some Common Things You Include in Compliance Management Systems?

The two main categories that usually reside within any compliance management system are:

- Board and management oversight
- Compliance program

There are many facets to each, but we will give you a brief overview of what each is and then continue to the checklist below for more details items that may be included in your CMS.

Board & Management Oversight

This is the section of the CMS system that allows for the leader at the home office to monitor and communicate with their field leaders. It is crucial that everyone, no matter what level understand the regulations, procedures, tasks, and processes that must be completed and are held accountable for said issues. This is also where internal controls to ensure all safety and risk issues are handled and addressed.

Compliance Program

This is where the forms and other things of importance to any safety regulations and procedures will be found. For example, when onboarding new hires, this is where you may find the forms, they sign which is the way they designate that they understand the rules and regulations put forth by the organization.

How you Might Deliver Compliance Management Systems

Technically this system is usually delivered through a software integration with your present systems. Once loaded, it is then up to leadership to roll it out with urgency and excitement to allow for every person to buy into the effectiveness of the system. Then each employee should be trained in its functions.

The Most Common Topics for a Compliance Management Systems

Here is a checklist of the most common topics to be handled by a CMS:

- Change management processes
- Product recalls and information
- Consumer compliance issues and actions are taken
- Training materials
- Auditing forms and systems
- Policies and Procedures forms and documents
- Consumer complaints response
- Tasks and communications
- Tracking controls and processes

These are just some of the things you can include in CMS systems.

Customizing your Compliance Management System to your organization's needs is easy and will end the end save you time and money. This is true, but the most significant advantage in using a CMS brings to your organization is the awareness and decrease of consumer issues and safety concerns that can impact not only your customers but your team as well. By investing in an item that allows your team and you to monitor these issues, you are being a responsible organization that values your product, customers, and employees. By monitoring and ensuring these issues and policies are being communicated and complete, you will have an operation that runs smooth and protects everyone involved in the business.

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