Understanding Review Policies
Why Review Policies
Review policies ensure that published content—policies, procedures, and risk assessments—stays current through scheduled reviews. Instead of manually remembering to review documents, CalmCompliance automatically reminds the right people when reviews are due. This helps you stay compliant (many regulations require periodic review), catch outdated information before it causes problems, and create an audit trail of when content was reviewed and by whom. Review policies are different from approval policies: approvals handle one-time sign-off before publication; reviews handle recurring scheduled checks of published content.
How Review Policies Work
Create a review policy in Settings > Governance > Review Policies
Set the review interval (e.g. 3 months, 6 months, 1 year)
Assign recipients (individuals or groups) who receive reminders
Assign the policy to content when creating or editing a document or risk assessment—select the review policy from the dropdown
CalmCompliance sends reminders when the due date arrives—recipients get email and inbox notifications
Reviewers complete the review—they access the content, check it's still accurate, and mark the review as complete (or make updates first)
The cycle repeats—the next review due date is calculated automatically, and reminders continue on the policy's interval
Each piece of content can have one active review policy at a time. If your site has child sites, you can share policies so all sites use the same review schedule.
Archive or delete a review policy
Archive a review policy when it has been assigned to content and you want to stop new documents from using it. Archived policies remain linked to existing content and continue to generate review reminders, but they can't be edited and new content can't be assigned to them. Delete a policy only when it has never been used.
Go to Settings > Governance and select the Review Policies tab
Check the Status column to see whether a policy is Active or Archived
For an active policy that has been used, click Archive to retire it without affecting existing assignments
For a policy that has never been used, click Delete to remove it completely
Archived policies remain visible in the list and continue to remind reviewers for assigned content. You cannot edit an archived policy.
Common Questions
Do review policies automatically update content? No. They send reminders; humans must actually review. If changes are needed, reviewers edit the content themselves (and may need to resubmit for approval).
What happens if a review is overdue? The content stays published but is marked overdue. Notifications continue until the review is completed.
Can I change a review policy's interval after creating it? Yes. CalmCompliance recalculates the next review due dates for all content using that policy.
Can one document have multiple review policies? No. Each document or assessment can have one active review policy. If you need different intervals for different aspects, consider splitting the content.
Can I delete a review policy? You can delete a review policy only if it has never been assigned to content. If a policy has been used, archive it instead. Archiving keeps existing review schedules and assignments intact while preventing new content from using the policy.
To see all scheduled reviews and their current status in one place, open the site-wide Reviews page under Insights.