How to Transform Compliance With Digital Technology

AI-driven compliance tools streamline processes, deliver accurate guidance and engage employees. Using them effectively can strengthen trust, resilience and regulatory confidence

This article was originally featured in Business Reporter

Key takeaways

• Outdated compliance tools like spreadsheets are unsustainable and hinder scalability.
• Unified digital compliance platforms centralise policies, training, and audits for greater efficiency.
• AI must be governed carefully, using organisation-specific data and oversight to ensure trust and accuracy.
• Embedding compliance into culture turns it from a checkbox exercise into an everyday business practice.
• Digital compliance creates strategic value, enhancing resilience, trust, and audit readiness.

Can AI offer a safe space in compliance? Yes, but only when it is built on genuine digitalisation. Spreadsheets and siloed trackers need to give way to auditable workflows that produce executive-ready information for boards, auditors and regulators and that allow faster, evidence-based responses to emerging risks.

How can you leverage your compliance portal?

For many smaller firms, digital transformation is key but long overdue. The lack of investment in innovation in compliance is frustrating. Our annual benchmarking survey in 2025 shows 81 per cent of companies are still using multiple spreadsheets to monitor compliance. It’s time for them to catch up.

A modern compliance portal delivers that by unifying learning, policy management, operational registers and attestations in one system. It will include automation for enrolments, reminders and escalations, as well as controls such as two-factor authentication. AI should be embedded within it, always limited by clear guardrails, to provide policy-linked answers to the questions asked by workers during existing workflows. GDPR and cybersecurity training will strengthen data protection and reduce enterprise exposure.

Whether in financial services, manufacturing, retail or construction, the output of a modern compliance portal will be a defensible single source of truth that lowers cost and operational drag. This is not a pitch for shiny tools. It is a call for disciplined modernisation, with vendors showing how to standardise processes and give stretched teams the confidence to adopt AI safely, on their terms.

How can you empower compliance teams with AI?

Introducing AI into compliance processes offers risks as well as opportunities. If employees use generic public AI systems to answer compliance questions, they risk being given information that is inaccurate or irrelevant. For AI to add real value, it must be governed carefully and aligned with the organisation’s specific operating policies and compliance standards.

However, when implemented properly, AI can transform the way compliance teams operate. Employees find reliable answers to compliance questions instantly, without asking a specialist. This reduces the workload on compliance officers and ensures employees receive guidance at the precise moment they need it.

AI can also make compliance more personalised. Instead of delivering generic training modules, AI-powered systems can tailor guidance to each employee’s role, location and regulatory environment. Our AI compliance tool, Aida, uses HR data to ensure that the advice employees receive is specific to their responsibilities and relevant to their regulatory context.

Equally important is the way AI presents information. Rather than forcing employees to trawl through lengthy policies or courses, Aida delivers concise, layered responses with links to detailed resources such as company policies, e-learning modules or regulatory documents. This not only makes compliance training more efficient but also provides an audit trail for regulators. The outcome is a compliance function that is both more robust and more employee-friendly.

It’s not just about ChatGPT

Publicly available AI tools such as ChatGPT, Gemini, Claude and Microsoft Copilot are versatile, but they are not designed with compliance in mind. They may provide plausible answers, but in regulated industries, 'plausible' is dangerous: the requirement is for 'safe and accurate'. A single error can have significant reputational, operational and financial consequences.

This is why businesses are increasingly turning to specialist AI systems such as Skillcast’s Aida. Unlike general-purpose tools, Aida is trained on an organisation’s own policies and documents, ensuring that its answers are accurate, relevant and aligned with company standards. Our portal can also be programmed to deliver proactive awareness campaigns such as daily compliance reminders or weekly quizzes, keeping compliance front-of-mind without overwhelming employees.

For organisations where the cost of compliance failures is high, the precision and reliability of these specialist models make them indispensable.

How great is the need for trusted systems?

If compliance teams are to embrace new tools, they must trust them. Many professionals are understandably cautious of AI and wary of the risks posed by tools that sit outside the organisation’s control. These tools may provide misleading advice, and they give compliance officers little visibility into how or when they are being used.

Aida provides an AI-powered virtual assistant that draws only on approved, client-specific materials and trusted regulatory content in areas chosen by the organisation, based on its needs.

Even so, adoption remains a hurdle, as compliance professionals are naturally averse to risks. We have therefore designed our solution to fit within each organisation's risk appetite and governance structures. For instance, if Aida cannot provide a reliable answer, it errs on the side of caution and withholds a response rather than risk providing misleading information.

Implementation begins with a careful assessment of needs and the definition of measurable goals. Governance mechanisms are put in place, such as the human review of AI. The system is embedded into existing training workflows rather than being introduced as a separate platform, which accelerates adoption.

Continuous improvement is an important element: managers can monitor both the questions asked and the responses provided so that improvements can be made, while employees are encouraged to provide feedback about the system.

Once deployed, organisations benefit from a workforce that is more engaged with compliance: employees who feel supported and listened to are more likely to follow compliance requirements, and because they can ask questions anonymously, they are more likely to do so. This high level of engagement is reflected in our strong reputation for service excellence, supported by our Feefo Platinum Trusted Service Award.

Redefining compliance

Digital transformation is redefining compliance. The shift from paper-based systems to AI-driven platforms is not just about efficiency; it is about building trust, delivering accuracy and embedding compliance into daily business practice.

When properly implemented, AI can reduce the burden on compliance teams, personalise employee learning and provide regulators with clear audit trails. The result is not just stronger compliance but a culture where employees are empowered to act and organisations can operate with greater confidence.

“Start with risk, not post-incident fixes. Put robust guardrails in place, automate controls and embed clear accountability – supported by continuous training and a culture that reinforces expected behaviours. Leaders who act decisively to prevent breaches see compliance as a strategic advantage.”

Want to learn more about transforming compliance with digital technology?

We make navigating compliance simpler, smarter and more effective, with comprehensive training solutions that strengthen your team and protect your reputation. Trusted by more than 1,400 companies, our 400+ training courses and AI-enabled compliance help deliver clear, instant, policy-based answers to your questions for intelligent assistance on demand that protects standards, ensures accurate responses and reduces repetitive queries so your people can focus on higher-value work.

Our full compliance portal has its own built-in LMS to manage and deliver training, AI assistance, reporting capabilities and compliance tools. Together, these tools provide a complete compliance ecosystem that helps UK retailers manage policies, training, and regulatory obligations seamlessly. The complete toolkit includes:

• Compliance Registers
• Compliance Surveys
• Compliance Declarations
• AI Digital Assistant (Aida)
• Training 360
• SMCR Registers
• Events Management System (EMS)

If you would like to access leading insights and compliance tips, you can browse our free resources by topic to find guides, modules, compliance bites and more.