Creativity often collides with marketing compliance, particularly for those operating in highly regulated industries. Good marketers striving to push boundaries and innovate are often met with the reality of regulatory complexities – things they must say and things they can’t say. Legal teams, on the other hand, those charged with safeguarding the business against risk, frequently find themselves in a reactive mode, scrambling to catch up with marketing initiatives that may not fully consider regulatory requirements. This disconnect creates friction, stifles creativity, and slows down campaign execution.
Implementing enterprise marketing compliance software bridges this gap – particularly for those managing a high volume of content and regulation. Enterprise-grade marketing compliance software automates legal reviews and streamlines workflows using a powerful combination of AI and automation tailored to meet industry, regulatory and internal standards. It replaces the lengthy email chains, spreadsheets, and manual reviews typically used for managing approvals.
The processes and tools enterprise marketing compliance software delivers not only streamlines workflows but also empowers teams to navigate compliance challenges with confidence. The net result is that great creative work gets out the door faster with less manual effort and reduced risk of costly errors.
From all the available solutions on offer, we’ve narrowed down five critical enterprise marketing compliance features companies need to fix the ‘Legal v Marketing’ divide and launch great creative that’s both compliant and on time.
1. Document and Web Risk Scanning
AI-driven compliance review software enables marketers to keep thousands of marketing materials and web pages compliant with unprecedented speed. Document and Web Risk Scanning leverages the power of AI to meticulously analyze creative work for regulatory compliance and brand errors. It ensures that every piece of content meets established external and internal standards. This impressive tech is a core component of enterprise marketing compliance software. It can scan content at any stage – whether it’s within a brief, creative concept, finished art, Google Ads or live web pages.
Scanning capabilities highlight:
- Missing missing regulatory requirements
- Trigger words
- Missing or incorrect disclaimers
- Typographical errors including spelling, grammar errors and language conventions
- Departures from brand guidelines such as logos, tag lines and tone of voice
The beauty of this technology is that along with identifying these potential risks – it provides alternative options. This saves a ton of back and forth between departments, removes hours of repetitive manual reviews and reduces the chance of human error.
Here’s how it works:
Step 1. Identify
Scan text and images in creative assets against legal rules to flag specific risks in your work.
Step 2. Review
View highlighted brand and compliance risks in your documents and web pages along with suggested actionable feedback.
Step 3. Update
Document scanning allows you to update content, and where necessary, collaborate with colleagues on risks identified via the IntelligenceBank Proofing & Markup feature.
There is a great amount of flexibility in how organizations choose to implement AI risk scanning. It can be tailored to scan against specific rules customized to your organization or provided as an out-of-the-box rule library for quick implementation. In fact, many of our clients use a combination of both.
Here’s a hot take on each:
Custom Risk Rules:
Tailored to unique business guidelines, bespoke rules enable teams to set nuanced scanning parameters that are hyper-relevant to their brand, their individual interpretation of regulations and their appetite for risk.
Risk Rule Libraries:
Work is scanned against a set of predefined rules specific to a set of industry regulations or legislation. IntelligenceBank rule libraries enable you to get up and running fast as they are built on the following industry regulations and ready to deploy:
3. Approval Workflows
Document and web scanning is clearly a large part of an enterprise marketing compliance software solution, however it is only one part of a larger ecosystem of content creation and management.
The IntelligenceBank platform helps reduce risk and time consuming manual compliance tasks at all stages of the production process – from brief to content distribution content distribution. It does this by creating a central, traceable source of truth that allows teams to collaborate on tasks and approvals.
It smoothly integrates with a range of commonly used third party tools such as Adobe, Getty, WordPress, Salesforce, Shopify and Figma which saves time context switching and minimizes bottlenecks. Workflows can be customized to suit your needs. For example; you control what types of approvals are needed and when. This may differ for campaign type, budget, brand or risk level. Workflows can be automated to adjust to your own conditions such as campaign type, stage, budget or risk level.
The workflow platform also allows you clear visibility on a campaign or asset status. This is particularly helpful for those industries requiring regular self or external audits. You can see at what stage the work is at, automate reminders, discover where the hold ups are, trace proofing mark ups, approvals and always have the correct version.
Within the workflow itself is a bank of content automation tools all built around helping turn around approved work faster. See section below for a list of our most commonly used enterprise marketing compliance management tools:
4. Automation Tools
Whether it’s automating routine tasks or leveraging intelligent solutions for better decision-making, IntelligenceBank’s end-to-end enterprise marketing compliance software provides a suite of automation tools that work together to transform the way teams create, manage, and deliver content.
Let’s explore the top three game changing automation tools:
Disclaimer Engine:
Disclaimers and disclosures feature heavily in highly regulated industries such as insurance, finance, higher education, gambling and health. Even small, unintended slip-ups can cost organizations dearly in regulatory fines and reputational damage.
Making sure all marketing materials contain the correct language thousands of times over is a challenge, especially when legal requirements differ depending on region, audience, medium or product combination. Compounding this issue is when information isn’t clearly documented or communicated across departments. This is where automation steps in to ‘formularize’ the process in the form of what we call a Disclaimer Engine
Disclaimer Engines can be used during the briefing or content creation process. Marketers choose fields from a dropdown menu which populates the work with corresponding pre-approved legal disclaimers. This allows them to generate and incorporate correct fine print into their work without needing to seek prior approval from the Legal team.
Content and Collateral Tracker:
Those in highly regulated industries know all too well that government bodies frequently change compliance goalposts. This makes it difficult for marketers to keep live content (e.g web pages, PDF brochures, videos etc.) current. Many attempt to manage content review cycles manually by spreadsheet, however, there is a far more efficient way.
Content and Collateral Tracker works hand in hand with IntelligenceBank’s Digital Asset Management (DAM) system to speed up the process of keeping all live content compliant. Here’s how it works:
- All assets are stored in the IntelligenceBank DAM
- Each asset is named and tagged with a review cycle time period (eg 30/60/365 days)
- 30 days before each asset is up for review, an email alert is sent to the asset owner
- The asset is automatically scanned for legal, compliance and brand risks, based on your own risk rules
- The asset is reviewed and shared with other collaborators for input
- Updates are made and the version is approved
- The asset is then updated in the IntelligenceBank DAM as a new version of the asset and a new review cycle is started
- A full record of the asset review and approval is kept for future reference, especially if audited
A customizable dashboard provides a clear overview of review progress and activity, ensuring everything stays on track.
Creative Templates
Creative templates are the chef’s equivalent of “here’s one I made earlier.” They are approved templates that allow non-designers to create basic assets that need minimal personalization. They are designed to free up your designers, encourage self-service and help scale production by enabling team members to quickly create their own variations of brand and legal approved assets. By connecting to the IntelligenceBank DAM, users can select from approved imagery and add disclaimers without the need for approvals. The benefit of this tool is three fold:
- Work is always on brand and legally approved
- Assets can be created by team members with no design or software knowledge
- Designers can focus on higher value creative tasks
5. Water-tight Security
With increasing regulatory and operational requirements, IntelligenceBank’s enterprise marketing compliance software maintains a security-first mindset. Privacy obligations are managed to ensure the confidentiality, integrity and availability of information are in line with US, European, Australian and New Zealand privacy legislation.
Key suppliers, such as hosting provider AWS, have been selected for the breadth and depth of their security credentials. All suppliers undergo proper due diligence and thorough vetting prior to engagement including a risk analysis before establishing a formal relationship.
IntelligenceBank is ISO 27001:2013 certified and also conducts regular independent assessment of its applications, infrastructure and information security controls. Our infrastructure incorporates both resiliency and redundancy, our software development life cycle is strictly controlled and managed, and backup and restore procedures are tested on a regular basis.
Unlocking Potential with Compliance Solutions
Staying on top of marketing compliance regulation in the face of increased ad volume, tighter deadlines and changing rules requires a strategic approach. Hiring more people to undertake manual tasks is not a workable solution when we are all asked to do more with less. Enterprise marketing compliance software has emerged as a vital resource, enabling organizations to streamline their workflows and maintain compliance without stifling innovation. When talented people are stuck doing repetitive manual tasks it ultimately costs your company more.
By leveraging advanced features like Document and Web Risk Scanning, customizable approval workflows, and powerful automation tools, businesses can enhance their operational efficiency while ensuring that all content meets stringent legal requirements. This not only reduces the risk of costly errors but also fosters a collaborative environment where marketing and legal teams can work in harmony.
Ready to transform your approach to marketing compliance? Contact us for a live demo.
