SAMPLE POLICY WORK

Operational and Administrative Documents

Operational and administrative documents include internal policies, procedural manuals, meeting minutes, internal memos, and other records that support day-to-day management.

Procedural Guidelines for Operational Documents:

Creation and Revision:

– All operational documents are created using standardized templates that ensure consistency. – Revisions are managed with version control systems, and change logs are maintained. 2. Distribution: – Updated documents are distributed electronically to all relevant staff members through the intranet and email notifications. 3. Secure Accessibility: – Documents are stored in a centralized, secure digital repository with limited access. 4. Audit Trails: – Every revision and update is logged with its date, the update’s nature, and the responsible staff member. 5. Retention:

– Operational documents are maintained for a period defined by policy (typically seven years) and are then securely destroyed.

d. Roles and Responsibilities

A clearly defined structure ensures that all record keeping functions run smoothly and securely.

Executive Leadership • Responsibilities: –

Define and approve record keeping policies and procedures. – Allocate necessary resources, including IT systems and training funds. – Monitor overall compliance through periodic review of audit reports and system performance. • Key Actions: – Chair high-level meetings focusing on record management. – Review summary reports from the Quality Assurance Team to ensure adherence to regulatory mandates.