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The law is changing constantly. Find out why it is not only important to receive these updates but to make sure you have read and understood them.
Why you should NOT rely only on the Legal Update Emails to keep you informed:
1. You could miss the email update.
2. You could miss a legal obligation.
3. The emails don't display which site the legal update is applicable to.
4. You cannot demonstrate to an auditor that you are informed without making use of the traffic light system.
5. You could miss a legal obligation deadline.
Libryo helps users keep up to date with the continuous changes in legislation, that are applicable to their site(s) and operation, through it's legal updates module. A broad outline of the legal update is sent directly to your inbox, however, it is strongly recommended to view a more detailed overview of the legislation change on the platform and make use of the Traffic Light system provided for each user at a site level. This article will highlight the key points as to why it is so important to not only read your email notifications but to ensure that you and the rest of your team are managing these changes on the platform as well.
1. You could miss the email update.
It is very easy for your mailbox to get flooded with updates along with many other emails. It is therefore possible for you to miss an important update if you are not checking these on the Libryo platform.
2. You could miss a legal obligation.
The Interpretation / Summary is not included in your email update.
*Please refer to the Interpretation / summary of this Notice for further information.
You would have received a legal update to your email if Libryo has identified that the legislation change is applicable to your site and operation, however, the interpretation / summary of the change in legislation is only provided for you when accessing this legal update on the Libryo platform and will assist you in identifying whether you will have an obligation to take action on this change.
The interpretation / summary from the legal update above clearly indicates which new plants have been added to the regulations which were not included in the email update.
3. The emails don't display which site the legal update is applicable to.
Applicable Libryos
If your organisation operates in multiple jurisdictions, then not all legal updates will always be applicable to all sites. It is therefore important to view the legislation change on the Libryo platform in order to view which operational sites are affected by the change and identify if the affected sites must take action in response to the change in legislation.
4. You cannot demonstrate to an auditor that you are informed without making use of the traffic light system.
Read and Understood
The legal updates module makes use of the Traffic Light system which can be a useful tool to both manage your action items for your legal updates as well as to demonstrate to both internal and external auditors that you have read and understood your legal updates.
All legal updates that you have received and have not viewed on the platform, will remain red in colour. If you have received a legal update that you haven't quite understood, or need to take action on, you can exit out of the legal update on the platform and it will change from red to orange. This will help you to easily identify which legal updates you still need to read, and which updates you will still need to take action on.
If you have read an update, understood it and either taken action, or identified that no action needs to be taken, then you can click on "I have read and understood" and your legal update will turn green. If all of your legal updates appear green on the platform, then you can easily demonstrate to an auditor that you are up to date with all of the changes in legislation.
*If you cannot clearly indicate that you are managing your legal updates, it could result in a finding.
5. You could miss a legal obligation deadline.
Setting Reminders for Legal Updates
If a change in legislation requires you to take action for a certain deadline, or if a legal update is still in draft format and open for comment, Libryo gives you the ability to set reminders for you and the rest of your team. You can read our reminders article to find out how to make use of this function in conjunction with the legal updates module.
*Not sure if you have read & understood all of your legal updates? Go to your legal updates now to check.
Have any questions?
At Libryo, we really want all our users to get the most from our system. We hope that this article was useful. If you still have some questions, please contact us.