As you establish your policy management process, it is important to conduct a Policy Inventory. The Policy Inventory should determine the following:
– The location of your policies (including archived)
– The formats of your policies (paper/hard copy, or electronic pdf, MS Word etc.)
– Any duplicates and obsolete policies
– Any multi-disciplinary policies
Check out this sample Policy Inventory tool below:
Doing this simple but thorough process will enable you to answer the following questions that are critical to having an organized and effective policy and procedure library:
– How many policies do you have?
– What format are most of your policies in and what percentages? (Paper, MS Word, PDF etc)
– What is the ratio of updated policies versus out of date policies?
– How many duplicates and obsolete policies are polluting your pristine policy library?
– Where is your policy on policy formulation and approval?
– How are your archives handled and how accessible are archived policies during claims and court cases?
– How do you handle multi-disciplinary policies?
Studies show that having a clean, organized and positive work environment leads to more productivity and innovation. Doing a Policy Inventory is the first step in ensuring that your policy and procedure management process is well-structured and efficient.