Reviewing and updating policies
Organizations should review and update their policies periodically to ensure that they are accurate and address changing business needs. To help you manage your policy reviews, Hyperproof tracks the Next version and Next review dates for each policy version.
The Next version date identifies when a new updated version of the policy should be in place. If this date is missed, the current effective policy remains in place but your organization may be out of compliance.
The Next review date is a reminder for the policy owner and managers to begin the review and update process for the next version to ensure that it is ready by the Next version date.
When the Next review date arrives and it is time to start the review and update cycle, the policy owner can begin the review process by adding a new policy version in the Draft stage. This version then moves through the life cycle to the Approval and Effective stages. When the version reaches the Effective stage, new Next version and Next review dates are set.
To start a new policy review:
From the left menu, select Policies.
Select the policy where you want to add a new or updated version of your policy document.
The Details tab displays.
In the Create / Review panel, click +New version.
The Create policy version window displays.
Note
The +New version option only displays when there are no versions of this policy in the Draft or Approval stage.
Select the Create / Review tab and complete the following fields:
Version ID - This user-specified field is required and must be unique within the selected policy. A version ID might be a version number or a year, such as Ver-1 or 2025, with a maximum field length of 12 characters.
Stage - Select Draft if the version is still in the creation, editing, and review process, or select Approval if the policy version document updates are complete and ready to move into the approval workflow.
Click Create.
Select the Versions tab.
If not already displayed, select the new version in the Version drop-down field.
Select the policy file from one of the following:
Note
Only the Cloud Storage option supports LiveSync to automatically update a file in Hyperproof when changes are made to the source file. All other options require that you manually update the file when changes are made to the source file.
My Computer - To select a file on your computer, click My Computer and browse for the file you need.
Paste an image - Select this option to use a screenshot as your policy file. Take a screenshot (Cmd-Shift-5 on Mac, Shift-S on Windows), copy it to the clipboard, and then paste it in Hyperproof. Chrome users may need to allow this functionality. If prompted by the browser, refresh the page after clicking Allow.
Paste a link - Select this option to use a website URL as your policy file. Only the Name, Link, and Description are displayed in the document viewer. No other data is stored in Hyperproof. Anyone attempting to view this file must click the link to open it.
Cloud storage integration - To use a file stored in an integration, such as Google Drive, select the integration’s icon from the Add integration section in the bottom-left corner. Optionally, turn on LiveSync to automatically sync changes on the cloud file to Hyperproof.
Click Add.
The policy file displays.
Provide stakeholders access to the policy or file being reviewed.
When the final draft is ready for approval, return to the Versions tab for the policy.
Select the draft version in the Version drop-down.
In the Stage field, select one of the following:
Approval - Change the stage to Approval to go through the approval process, generate approval proof, and automatically attach that proof to this version of the policy.
Effective - Change the stage to Effective if the version of the policy document has already been approved. Selecting Effective for the policy version in review moves the current effective version to Retired.