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When to regenerate

guardbook lists six triggers, and shows them again in the regenerate dialog:
  • changes to firm details
  • a change of AI Oversight Lead
  • a change in client data processing status
  • a change in client disclosure status
  • a change to review frequency
  • changes to staff training arrangements
To that list, add two the product cannot detect for you:
  • material changes to your Tool Register, since the policy is generated from it
  • changes to the standard or the underlying policy template

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What regenerating does

Select Regenerate above the document, and confirm.
  • A new version is created from your current onboarding answers and Tool Register.
  • The previous version is marked superseded, but kept. Nothing is destroyed.
  • The new version is not adopted. It has no signature until someone signs it.
That last point catches firms out. Regenerating a policy you had adopted leaves you holding an unadopted current version and a superseded adopted one. Adopt the new version straight after regenerating, or you have gone backwards.
An adopted policy is a snapshot of the text as it stood when it was signed.If the policy template is improved after you adopt, your adopted version does not change. It keeps the wording you signed. The only way to pick up an improved template is to regenerate and adopt again.guardbook does not currently notify you when the template has been updated.

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What the version history gives you

Every version is retained with its number, its generation date, and any signature against it. That history is worth more than the current document on its own, because it shows a firm that has kept its governance moving rather than one that wrote a policy once.

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A sensible rhythm

1

Tie it to the quarterly risk review

Clause 3.3 already requires a quarterly risk register review. Ask at the same meeting whether anything on the trigger list has changed. Two duties, one diary entry.
2

Regenerate when something on the list changes

Not at a fixed interval for its own sake. A regenerated policy identical to the last one adds nothing.
3

Read the new version before adopting

It is generated from current data, so it may have changed in ways you did not intend. The same checks apply as the first time. See generate policy.
4

Adopt it

Same day if you can. An unadopted current version is the most common way a compliant firm ends up looking non-compliant.