Top 7 Policy Management Software in 2025

For companies operating in highly regulated industries, policy management is not optional. Whether you are building a fintech platform, launching a cryptocurrency product, or operating a healthcare service, regulators expect to see clear, documented policies and evidence that your team adheres to them.

Policy management software helps streamline that process. These tools are designed to centralize internal policies, manage version control, and track employee acknowledgments and approvals. For growing companies, especially those operating quickly or across multiple jurisdictions, having the right system in place makes it easier to stay organized and respond effectively to regulatory requests.

This article explores the top policy management software platforms in 2025. It highlights how each tool handles key compliance needs, what differentiates them, and what to consider when choosing one. 

What Is Policy Management Software and Why Is It Important?

As a digital tool, policy management software helps organizations create, approve, organize, distribute, and update their internal policies and procedures. This software is designed to maintain a clear record of policies and inform teams of essential ones.

Policy management software provides visibility within a single platform, integrating version control, review workflows, and employee acknowledgment.

This is crucial as regulators routinely request proof of when a policy was last reviewed, who approved it, and who received it. Managing policies through email, PDFs, or shared folders complicates the task of retrieving and providing those answers. As such, a good policy management software reduces ambiguity and makes it easier to document accountability. 

For a more detailed breakdown of this process and its importance in highly regulated environments, read Regly’s guide on policy management.

Who Needs Policy Management Software

In regulated industries, compliance management is a day-to-day operational function. The more rules a company has to follow, the more critical it becomes to keep internal policies organized, accessible, and aligned with current regulations.

Organizations that benefit the most from using policy management software include:

• Marketing Firms in Regulated Sectors: Marketing in regulated industries comes with substantial risks. Under the SEC Marketing Rule, for example, even a social media post or referral bonus can be considered an advertisement, requiring documentation and disclosures. If you’re running campaigns for investment advisers, broker-dealers, or fintech platforms, a policy management software helps keep marketing content aligned with compliance.
  
  

• Fintech Startups and Scaleups: Startups in fintech often face the same compliance obligations as larger institutions, but with smaller teams, limited budgets, and shorter timelines. Manual methods, such as sending PDFs, chasing signatures, and searching through shared folders, do not scale.
  
  Policy management software provides companies with a structured system that doesn’t slow them down. It provides structure that helps with onboarding, audit preparation, and oversight across remote or hybrid teams. For fintechs that outsource compliance functions, these systems facilitate smoother collaboration by keeping everything tracked in one place.
  
  

• IT and Security Teams: Information security policies are often among the most scrutinized, especially for firms handling sensitive data or subject to SOC 2, HIPAA, or GLBA requirements. When audits occur, IT leaders need to demonstrate more than just a policy. They must also show who approved it, when it was last updated, and how staff were trained on it.
  
  

• Teams Managing Third-Party Vendors: When working with outside partners or vendors, regulators expect firms to oversee them, document due diligence, and maintain clear policies on how third-party risks are managed.
  
  Policy management software helps teams manage vendor-related compliance by making policies easier to access, update, and track across departments. It also helps document that internal teams and external partners understand and follow the procedures, whether it involves data sharing, onboarding workflows, or regulatory reporting. For companies with multiple partners or embedded service providers, this visibility can reduce gaps and support stronger oversight.

Compliance Challenges Policy Management Software Can Solve

An efficient policy management software can help firms with:

Managing Versions and Preventing Outdated Content

In many organizations, policy versions are stored across multiple systems or sent by email without formal control. This creates unnecessary confusion, particularly when teams refer to outdated or conflicting versions of the same document. 

For compliance officers, this introduces risk, especially during audits or exams where regulators request confirmation of which version was in effect at a specific time.

Policy management software centralizes version control. It records when changes are made, by whom, and what was modified. Previous versions are retained for reference, and current versions are clearly identified for distribution.

Tracking Acknowledgment and Addressing Training Gaps

A policy is only effective if it is communicated to the right people and there is documentation to prove it. Relying on manual methods to collect acknowledgments (e.g., email confirmations, spreadsheets, or shared folders) quickly becomes unreliable at scale. Moreover, it is often difficult to confirm whether employees have read and understood the content.

Modern platforms provide structured acknowledgment workflows. Administrators can track which employees have reviewed each policy, follow up on outstanding tasks, and, when necessary, link those policies to role-specific training modules. This strengthens the alignment between policy communication and day-to-day operations.

Responding to Audits and Demonstrating Control

When regulators conduct exams, they expect firms to produce more than a static list of policies. They ask when a policy was last reviewed, who approved it, and whether it was communicated to relevant staff. 

Without a reliable system in place, compiling that information can delay audit responses and increase the likelihood of findings.

Policy management software addresses this by maintaining a built-in audit trail. Review dates, sign-offs, and distribution logs are automatically recorded and available for export. 

Keeping Pace With Regulatory Updates

In fast-changing regulatory environments, such as fintech, digital assets, and consumer finance, compliance teams must continuously monitor legal developments and update policies accordingly. Without a formal system, these updates can be delayed or overlooked, leaving the business exposed.

Policy management software facilitates regular review cycles, provides deadline reminders, and streamlines change management workflows. Some platforms also allow policies to be mapped to specific regulations, so when rules change, the affected documents can be flagged and revised accordingly.

Coordinating Across Teams and Jurisdictions

Policy development and maintenance often span multiple departments, including legal, risk, HR, operations, and technology. In cross-functional environments, communication delays, unclear responsibilities, and inconsistent approvals are common sources of friction.

A structured policy platform facilitates collaboration by defining roles and workflows. Stakeholders can draft, review, and approve policies within a shared system, with clear accountability at each stage. This reduces the need for back-and-forth emails and improves policy consistency.

What to Look for in a Policy Management Software

Selecting a policy management platform requires more than a surface-level comparison of features. For companies subject to regulatory oversight, the focus should be on functionality that supports accountability, audit readiness, and operational clarity. 

This section outlines key capabilities to evaluate, relevant questions to ask during the selection process, and common pitfalls that may undermine compliance efforts.

Core Features to Prioritize

The following features are particularly relevant for regulated organizations:

• Version Control: The platform should maintain a comprehensive change history, allowing compliance teams to track edits, identify authorship, and restore previous versions as needed. This is critical for demonstrating policy evolution over time.
  
  

• Employee Acknowledgment Tracking: A robust system will capture who received each policy, when they accessed it, and whether they confirmed acknowledgment. This provides essential documentation for audits and regulatory exams.
  
  

• Custom Review and Approval Workflows: The ability to assign policy owners, designate reviewers, and configure approval steps is fundamental. Workflows should reflect the distribution of responsibilities across legal, compliance, HR, and operations teams.
  
  

• Scheduled Reviews and Automated Reminders: Outdated policies present risk. Look for tools that allow administrators to set review frequencies, trigger reminders, and monitor pending updates within a dashboard or reporting module.
  
  

• Access Permissions and Distribution Controls: Policy visibility should be configurable based on role, team, geography, or function. Access controls help protect sensitive content and reduce unnecessary distribution.
  
  

• Integrated Audit Trails: An effective system will log every step of the policy lifecycle, from drafting to publication, allowing the organization to produce reliable evidence during audits or inquiries.
  
  

• Collaboration and Commenting Tools: Features that support internal review cycles, such as comment threads, suggested edits, and document assignment, help streamline multi-stakeholder collaboration. 

These questions help reveal whether a vendor can support not only your current compliance structure but also future growth and operational complexity.

Common Pitfalls to Avoid

Some tools are built for general document management but fall short in regulated settings. 

The following warning signs often indicate a misalignment between software design and compliance needs:

• Lack of Acknowledgment Tracking: Without reliable tracking of employee acknowledgments, it becomes difficult to demonstrate effective policy communication and accountability.
  
  

• No Version History or Limited Revision Logs: Version control is a non-negotiable requirement for regulated firms. A system that cannot provide clear historical records increases both operational and regulatory risk.
  
  

• Inflexible Workflows: Rigid approval structures or a lack of configurability can delay reviews and complicate collaboration across departments.
  
  

• Insufficient Reporting Tools: Compliance teams need access to real-time reports that display policy status, pending acknowledgments, and review deadlines. If reporting is limited or difficult to configure, audit preparation becomes more labor-intensive.
  
  

• Generic or Non-Compliant Focus: Platforms designed for unregulated industries may lack the depth of features required for firms subject to SEC, FINRA, HIPAA, or other compliance frameworks.

Top 7 Policy Management Software in 2025

The policy management software market is saturated, but not all platforms are designed to meet the specific needs of regulated industries. Some tools focus on basic document storage. Others attempt to provide complete compliance suites without solving the core problems: version control, workflow management, and audit readiness.

In this section, we will evaluate the top 7 policy management software to help you decide which serves your needs the best. 

1. Regly

Regly is a policy management platform explicitly designed for startups and scaleups in the highly regulated industries of fintech and financial services. It was developed by the team at InnReg, a compliance consulting firm with over a decade of experience supporting innovative financial companies. The breadth of that expertise is evident in the product.

Unlike general-purpose GRC tools or document platforms, Regly is specifically designed to meet the needs of fast-moving teams. It streamlines policy creation, review, distribution, and acknowledgment in one place, with features that make it easier to track who’s seen what, when policies were updated, and how they were approved.

For firms that outsource compliance or work across multiple jurisdictions, Regly helps centralize documentation without slowing down decision-making.

While Regly covers the full policy lifecycle and offers collaboration features, it currently does not include AI-generated policy drafting. However, this capability is on the roadmap, and the platform’s existing tools already support structured policy development with version tracking and review workflows.

2. NAVEX One (PolicyTech)

NAVEX One is a platform with a broad adoption across heavily regulated sectors. It offers structured policy lifecycle tools, including drafting workflows, version history, and employee attestation tracking. For large enterprises with mature compliance operations, it effectively covers the basics.

The platform was built with large organizations in mind. It is feature-rich but not especially intuitive, and the setup process can feel slow. For fintech teams that move quickly or manage lean compliance resources, it may introduce more overhead than it provides in value.

PolicyTech is best suited for companies with dedicated compliance departments that require a formalized, top-down system, rather than startups and scaleups building their programs from scratch or evolving rapidly across products and jurisdictions.

3. Themis

Themis is a newer entrant to the policy management space. It positions itself as a modern governance, risk, and compliance (GRC) platform that includes policy workflows alongside broader risk and audit capabilities.

However, Themis is more of a general GRC tool than a focused policy management solution. While it supports policy versioning, ownership, and distribution, it may require additional setup to function well as a dedicated policy system, especially for companies that are not yet running a full GRC stack.

4. ConvergePoint

ConvergePoint is a SharePoint-based policy management solution that is best suited for organizations already embedded in the Microsoft ecosystem. It offers modules for policy creation, review, distribution, and acknowledgment, which are layered on top of SharePoint and Microsoft 365.

Because it is built on SharePoint, ConvergePoint inherits both the strengths and limitations of that environment. It can be highly customizable and works well for companies that already manage internal documents through Microsoft tools. 

But for teams that are not using SharePoint, onboarding can be slow. As such, it may feel overly rigid for firms with diverse tech stacks. 

5. VComply

VComply is a cloud-based GRC platform that includes policy management as one of its core modules. It’s designed for mid-sized to large companies that want to centralize risk, compliance, and audit activities under one roof.

The policy management features cover essentials such as version tracking, approvals, employee acknowledgment, and audit trails. The platform also includes dashboards and task assignments to help monitor deadlines and responsibilities. 

Compared to legacy systems, VComply is more modern and user-friendly, but it is still built primarily for larger organizations. For firms that do not require a comprehensive GRC suite, VComply may seem overly complex.

6. LogicGate Risk Cloud

LogicGate Risk Cloud is a modular GRC platform used by compliance, risk, and legal teams to manage everything from vendor oversight to internal controls. Policy management is just one of its many applications, delivered through a flexible, no-code interface that enables teams to build and customize workflows.

The platform is suitable for organizations seeking to integrate policy management with risk assessments, control testing, and audit planning. That flexibility, however, comes with a learning curve. Teams need time to configure modules, set rules, and build out the environment.

For firms with mature compliance operations or in-house tech teams, Risk Cloud can be a good fit. On the other hand, for smaller teams seeking rapid deployment and out-of-the-box policy workflows, it may be overbuilt.

7. DocTract

DocTract is a cloud-based policy and document management system that offers tools for versioning, approvals, distribution, and acknowledgment, with a clean interface and minimal setup requirements.

Compared to broader GRC platforms, DocTract focuses specifically on policy workflows. That makes it more accessible for teams that want a dedicated system without additional risk or audit modules. It is often used in healthcare, education, and professional services, but its feature set can also be applied to other regulated environments.

However, it is not built with fintech use cases in mind, and it may lack some of the flexibility growing teams need. Custom integrations and advanced access controls are available but require configuration.

Comparison Table: Key Features of Top Policy Management Software Tools

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Choosing the most suitable tool depends on the specific needs of a particular firm, the complexity of the required compliance program, the regulatory environment, and the integration with the existing tech stack.

Startups and scaleups in highly regulated industries such as fintech often prioritize speed, integration flexibility, and workflows that support fast-moving teams. However, they also require tools that help them mitigate risks as regulatory demands increase. 

Larger organizations with multiple business units may need structured approvals, specific integrations, or GRC modules tied to audit and risk management. 

Ready to streamline your policy workflows?Learn how Regly can help you stay organized and mitigate regulatory risks without unnecessary delays.