Policy publishing and attestation
Policy sign-off from everyone it applies to
Regulators and donors ask for proof that staff have read and accepted your policies: code of conduct, safeguarding, data protection, anti-fraud. Smart Memo publishes each version and collects an attestation from every person in scope.
The problem today
- Attestation tracked in spreadsheets and paper forms
- New versions published without re-collecting sign-off
- No quick answer when an auditor asks who has not attested
How it works in Smart Memo
- Step 1
Publish the version
The policy gets a version number; a new version supersedes the old one cleanly.
- Step 2
Target the audience
Choose units and groups. Each person in scope gets exactly one obligation to attest.
- Step 3
Remind and record
People who have not attested are reminded; each attestation produces a receipt that cannot be altered.
- Step 4
Report exceptions
See who is outstanding, by unit, and export the evidence for your auditor.
What changes
Common in: Banks, MFIs, SACCOs and insurers, NGOs and donor-funded programmes
Frequently asked questions
How is this different from an eGRC system?
Smart Memo covers publishing and attestation alongside memos and approvals. If you also need risk registers, controls testing and compliance obligations, Sibasi's eGRC Suite covers those, and attestation can run in either.
Related use cases
Memo approval workflow
Route every internal memo to the right approvers, in the right order, with a signed record.
Purchase and spending approvals
Requisitions and spending requests that go to the person authorised for that amount.
Capital expenditure approvals
Capex memos with the business case, budget check and board-level sign-off in one trail.
New to the subject? Read what memo management is and how Delegation of Authority approvals work.
See your own approval process in Smart Memo
Bring one memo or request that takes too long today. In 30 minutes we will show it routed by your Delegation of Authority, signed, and turned into tracked work.