Exam-Ready Every Day: Why Year-Round Compliance Beats the Last-Minute Scramble

Exams shouldn't feel like a fire drill. But in too many banks and credit unions, compliance still happens in sprints: managers scramble for files, staff rush to click acknowledgments, and leaders cross their fingers.

The fix isn't more reminders. It's a daily discipline backed by an intranet that quietly builds your FDIC or NCUA exam record as work gets done, and risk is mitigated.

Reactive vs. Proactive Compliance

Reactive: Two weeks before the exam, everyone drops everything to clean up versions, chase signatures, and prove what already happened.

Proactive: Compliance evidence is captured at the moment of work-no scramble required.

• Version Control: Every policy/procedure shows owner, history, and what's current.
• Approvals: Nothing goes live without the right sign-off trail.
• Acknowledgments: Staff confirmations log as soon as updates post.
• Audit Trails: Changes, views, and actions are provable-by user and time.

What Everyday Readiness Looks Like

• A teller opens an updated procedure and clicks 'acknowledged'; their acknowledgment is recorded instantly.
• HR publishes a new onboarding checklist; version history and approvals are attached.
• Compliance reviews an already complete audit trail - no artifact hunt.
• Branches pull the same current form, not five lookalikes from a shared drive.

By the time examiners arrive, you're showing control-not promising it.

The 30-Day Shift: From Fire Drills to Flow

1. Pick the Top 25: Identify the most-used policies and procedures across branches.
2. Assign Owners: Set review cadence, approval path, and expiry reminders.
3. Migrate & Retire: Move final versions into the repository; redirect or archive duplicates.
4. Light Up Evidence: Turn on acknowledgments and audit trails; require sign-off on material changes.
5. Promote Findability: Use Instant Search, favorites, and curated FAQs so staff stop guessing.

Start where auditors look first. Earn quick wins, then expand.

What Examiners Actually Ask For

• Proof of currency: Show that what's in use today is the approved latest version.
• Who changed what, when: A complete, immutable history for each document.
• Staff acknowledgment: Evidence that front-line employees saw material updates.
• Access control: The right people can see/edit; the wrong people can't.

A good intranet makes these answers a screen share, not a scavenger hunt.

Metric Ideas to Prove Control Year-Round

• Policy freshness: % of critical documents reviewed in last 12 months
• Ack completion: Time-to-acknowledge for material updates
• Search to answer: Median time from search to correct procedure
• Duplicate reduction: Count of retired/redirected forms and procedures