Summary
Claromentis provides enterprise level compliance features that mean regulated teams don’t need to choose between control and progress. We discuss how Claromentis is the best digital workplace for regulated industries.
Too often, security and innovation are seen as opposing forces.
Many regulated organizations still feel forced to choose: lock everything down and slow innovation, or move fast and hope nothing breaks.
This makes sense, especially when you consider that a security breach can costs businesses on average of USD $4.4 million. A reminder that operational resilience and controls are business critical issues, and not just ‘nice to have’.
Yet, growth, innovation and productivity are vital for long term success.
A balance needs to be found. Don't be afraid to shift your mindset and make room for innovation and compliance in tandem.
All you need is a digital workplace that enables you to work more efficiently, without compromising security. You need Claromentis.
Claromentis’ digital workplace for regulated industries combines enterprise-grade security, built-in compliance tooling, and controllable AI features to enable communication, collaboration and increased efficiency within a completely secure environment.
In today’s blog, we’ll be discussing 13 reasons why Claromentis is the perfect solution for heavily regulated organizations that want to balance security with effectiveness.
13 reasons why Claromentis is the best digital workplace
1. Flexible self-hosted deployments
When it comes to security, every regulated industry has their unique preference. That’s why Claromentis provides flexible self-hosted options - including on-premise, private cloud or sovereign cloud (in addition to our standard SaaS deployment).
Self-hosting gives you direct control over your data location, keys and network boundaries. This is particularly useful for data-sovereignty policies and organizations concerned about the U.S. CLOUD Act’s extraterritorial reach over US providers.
Compared to SaaS deployments, self-hosting can add operational overhead, as your team takes on more responsibility for upkeep. However, with Claromentis, we’re with you every step of the way. We offer full onboarding and guidance to help you find the right deployment options for you.
Read more about self-hosted Claromentis deployments here.
2. Encryption in transit (SSL/TLS) as standard
Regulated businesses need to be audit ready, risk averse, and future proof by default when it comes to security.
Claromentis protects data in transit with HTTPS (SSL/TLS). In our SaaS deployment, TLS is on by default. We support modern protocols — TLS 1.2 and 1.3 — so the padlock in your browser isn’t just for show.
This aligns with common guidance for regulated industries across the globe.
For example, in the US, NIST recommends TLS 1.2+ for federal servers, and HIPAA expects safeguards for ePHI sent over networks.
In the UK, the NCSC recommends using TLS 1.2 or above (preferably 1.3) for public-facing services, the ICO’s UK GDPR guidance treats encryption as an appropriate security measure for data in transit, and NHSmail requires TLS 1.2+ for secure email traffic.
So, no matter where you are, Claromentis ensures your traffic is encrypted end-to-end, keeping your sensitive data secure.
Find out more about how Claromentis’ enterprise grade security framework keeps our customers secure and compliant at all times.
3. AI-powered Policy Manager to increase awareness and acceptance
Claromentis’ AI Policy Manager chatbot helps teams read, acknowledge, and accept policies. All they have to do is ask a question, and they’ll receive an accurate and clear answer in language they can understand.
What’s more, it allows you to track policy acknowledgements, as well as check update and review dates. Making it easier to track policy acceptance for compliance management purposes.
4. Use AI on your terms
In addition to Claromentis’ AI policy manager, it has generative AI features across its core applications. Meaning you can:
- Create quick drafts of news, blog updates or announcements from a single prompt.
- Generate on-brand images across applications like News, Blogs, Knowledge Base, Policy Manager, Events, Pages, and LMS.
Claromentis’ AI capabilities are run through Google Vertex AI due to its enterprise level data governance and the fact that customer data isn’t used to train models without permission.
However, we understand that AI represents a significant security risk, no matter how secure the platform may be. That's why Claromentis’ AI features are switched off by default. But, if you want AI capabilities, security is our top priority.
5. Granular user permissions for least-privilege access
Very few people in your organization need access to everything. Especially when it comes to sensitive policies, internal investigations, or personal data.
Claromentis makes it simple to assign granular permissions across apps, folders, fields, and workflows. You can control access based on roles, teams, IP location or individual users, ensuring that people only see what’s relevant to their job.
This supports a “least-privilege” approach, meaning you have total control and auditability over your sensitive data and processes.
It also reduces risk. If a team member changes role, leaves the business, or no longer needs access to certain information, you can update permissions instantly.
6. Centralized knowledge management with document control
Storing knowledge across disparate platforms increases the likelihood of miscommunications and misalignment. This doesn’t just inconvenience your workers, but it can put your business at risk.
Claromentis brings everything together in one searchable location. Whether it’s a standard operating procedure, an internal guide, or a policy that’s due for review, teams can find the current version instantly.
Plus, our AI document management chatbot increases understanding of complex policies and procedures through summaries and Q&A sessions. Just ask the chatbot to summarize the document, and then any follow up with any questions you may have.
For each document within your system, you can set review dates, control access by role, and track who’s seen what. It’s a clean, auditable system that keeps your people aligned and your documents accessible.
7. No-code, custom process automations
Manual processes leave too much room for error. Claromentis gives you the tools to fix that.
With InfoCapture, our business process automation platform, you can build custom e-forms and workflows that mirror your real-world processes without writing a single line of code.
From incident reports to supplier checks or change control, everything can be standardized, tracked, and time-stamped. Built-in SLAs, triggers, and notifications keep things moving and ensure nothing slips through the cracks.
8. Simple e-forms for standardised evidence capture
Proving compliance shouldn’t rely on guesswork or incomplete records. And it shouldn’t be a last minute scramble.
Claromentis e-forms are designed to capture the right information every time. You can require specific fields, attach supporting documents, and automatically log who submitted what, and when.
It’s a straightforward way to demonstrate compliance to auditors. The right processes happened in the right way — and you’ve got the audit trail to prove it.
9. Integrated LMS for compliance training
Delivering mandatory training and retaining proof of completion shouldn’t require a patchwork of systems. Claromentis’ integrated learning management system (LMS) lets you:
- Create and assign courses. Set up modules for security awareness, data protection or industry‑specific topics and enroll the relevant teams.
- Set validity periods. Choose how long a course or module stays valid so that refresher training happens automatically.
- Track progress and pass rates. Monitor who has completed which course and whether they passed the assessment.
- Export training records. Generate reports that demonstrate competence and awareness across ISO schemes and sector guidance.
When all of this happens inside your digital workplace, you have a single source of truth that can be produced at a moment’s notice. That’s invaluable when auditors ask for evidence of training completion and policy acceptance – a common request during ISO or HIPAA audits.
10. Internal communications that reach the right people at the right time
Compliance isn’t just about ticking boxes – it’s about making sure people hear the right messages and act on them. Your intranet’s communication tools can help by:
- Using “Announcements” for critical updates. High‑priority messages like “audit window opens Monday” can be sent to specific roles or sites and require acknowledgement, ensuring nothing slips through the cracks.
- Targeting by role or location. Segment your audience so that updates only reach those who need them, reducing noise and increasing relevance.
- Leveraging AI‑assisted news. Claromentis 10 introduced AI summaries that surface regulatory changes and process updates without overwhelming your team.
Timely, tailored communications reduce operational risk and improve readiness. Staff know exactly what to do and when to do it, which in turn supports audit preparedness and day‑to‑day efficiency.
11. Secure extranet for auditors and third parties
Sharing evidence with external auditors or third‑party consultants can be a headache. Email chains and ad‑hoc file shares are insecure and difficult to control.
With Claromentis you can build a secure extranet that solves this by:
- Providing controlled access. Spin up an extranet workspace and invite external users to see only the specific documents or records you choose.
- Keeping everything within your perimeter. Auditors log in through your portal, so nothing ever leaves your secure environment.
- Maintaining an audit trail. Track who accessed what and when, and revoke access as soon as the audit is complete.
This approach minimizes risk and ensures that sensitive information stays protected, while still giving auditors the transparency they need.
12. Trusted by regulated organizations
When you’re choosing a digital workplace, it helps to know that others in your sector have already walked the path. From Healthcare and Legal services to Property Management, Claromentis has been deployed across industries where compliance is both complex and vital to operations.
Medcor (Healthcare)
When this healthcare provider grew beyond what its basic intranet could handle, communication broke down and remote teams became disconnected. Medcor switched to Claromentis for its robust features, seamless integration and secure on‑premise hosting. The result? A centralized hub for news, documents and process automation that improved productivity and engagement.
Sharkawy & Sarhan (Legal)
This law firm replaced manual processes and inconsistent communications with a secure digital workplace. Claromentis provided them with a knowledge base, policy manager, workflow automation and other tools that standardised operations and bolstered compliance. Over time, the platform has become the cornerstone of their operations, improving efficiency and engagement without sacrificing regulatory rigor.
Bounty (Agriculture & Food Retailer)
Bounty, a large Agriculture and Food Retailer, faced inconsistent, paper-based processes and scattered updates. They moved to Claromentis to put policy documents, communications, and trackable e-learning in one place — then layered in automated e-forms and workflows. Outcomes include higher productivity, fewer bottlenecks, and one version-controlled source of truth for processes and training.
Claromentis’ controls and workflows help organizations thrive in complex regulatory environments. And if a single platform can help a healthcare provider streamline audits, a law firm modernize processes, and a food retailer group unify their enterprise, imagine what it can do for you!
13. Certifications and assurances you can point to
Regulated organizations need a platform they can trust to handle their people, processes and data. And though certifications don’t guarantee security - they do show you take it seriously.
Claromentis is ISO 27001:2022, ISO 9001:2015, and HIPAA compliant. Meaning its information security management system and quality management processes have been independently audited and verified.
These certifications shorten security reviews and simplify supplier-risk assessments. When regulators or procurement teams ask about your vendors’ credentials, you can point to Claromentis’ ISO and HIPAA certifications and focus the conversation on how you’re using the platform to meet your own compliance obligations.
This third‑party assurance complements the policies, workflows and training tools described above, giving you confidence that your digital workplace is as secure and reliable as the processes it supports.
Don’t choose between compliance and productivity. Choose Claromentis.
For too long, businesses have seen compliance and efficiency as a trade off. Claromentis exists precisely because regulated organizations deserve both.
Flexible hosting options, granular permissions, and encrypted communications, keep your data secure. AI-driven tools enable better document management, policy compliance, and employee communications. And no-code workflows and a unified LMS ensure you capture audit evidence - including training records - easily.
If you want to see how Claromentis can enable your regulated business, get in touch today. We’d love to have a quick discussion call to show you how we can help you balance compliance with innovation - in an environment built for your security, efficiency and peace of mind.
