Most compliance teams already have a regulatory change management (RCM) process. The problem is that many of those processes are quietly failing, showing up as late-caught changes, slow audit responses, or near misses that could easily have become fines.
According to Vixio, the common failure points are familiar. Monitoring is manual and person-dependent, with coverage gaps appearing the moment a key individual goes on holiday or leaves the business.
Vixio recently delved into regulatory change management, and best practices for compliance teams.
Triage is informal, with every update landing in the same inbox at the same priority. Follow-up actions are scattered across email threads, Slack messages and spreadsheets, and audit evidence has to be reconstructed under pressure rather than produced on demand.
The scale of the challenge is growing. Research from RegTech intelligence firm Vixio identified 247,500 regulatory updates globally in 2024, a figure that has likely only increased since.
Regulators now expect firms to demonstrate a formal, repeatable process for managing change, not merely awareness of it. For gambling firms, a rule change in one jurisdiction can delay market entry, block a product feature or trigger a certification review. For payments and financial institutions, missed safeguarding updates or late responses to new KYC requirements can bring enforcement action and strained banking relationships.
Vixio recommends a five-stage framework. First, monitor regulatory sources across all operating jurisdictions, including secondary agencies, standards bodies and local-language publications, from a single centralised feed. Second, triage every update into actionable, indicative or informative categories, a process AI and machine learning can accelerate.
Third, assess impact by extracting obligations from source legislation and comparing them against the firm’s current compliance position. Fourth, implement changes with clear ownership, deadlines and progress tracking, with every action linked back to the change that triggered it. Fifth, maintain a complete, timestamped audit trail from identification through to completion.
Manual approaches tend to break precisely when they are needed most, during intense regulatory change, market entry or audit pressure. A dedicated platform connects all five stages in one system.
Vixio’s Horizon Scanning covers more than 200 jurisdictions, with updates assessed, tagged and summarised in English by specialist analysts. Its Smart Inbox classifies every update automatically, while Requirements Extraction, Gap Analysis and Workflow Management take firms from obligation to documented completion.
Customers include Mindway AI, which replaced manual multi-language monitoring, and Bally’s, which uses the platform across 13 licensed jurisdictions. The Bally’s team describes it as “the Bible” for keeping on top of regulatory developments, often delivering intelligence faster than external counsel.
The lesson for scaling firms is clear: a strong RCM process works as effectively at fifty jurisdictions as it does at two, without proportional headcount increases. Those that formalise early avoid compliance becoming the bottleneck to growth.
Vixio’s full post can be viewed here.
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