1. Policy Management and Storage Knowing what you have and where it is.

2. Objectives for this Section F Identify an appropriate filing system for your agency. F List at least two issues to think about when choosing a filing system. F Identify at least two different filing systems.

3. Housing Policies F Filing system used is linked to the capacity and preference of the organization. –Binders kept in offices –Filing cabinets or hanging files in central administration –Internet/Intranet –Combination of methods

4. Internet/Intranet Storage F Involve your Information Technologist (IT). –Develop specific pathways that will assure access to policy and procedures. –Secure space in the system that does not conflict with other computer functions. –Develop a backup plan so that the information can be safeguarded. –Make sure staff can access them.

5. Binder/Filing Cabinet F Identify just the right spot. –Will the policies be safe? –They wont get rained on. –Critters cant get them. –Gremlins cant disrupt them. –Are they where staff can find them? –Is there a desk so that staff can read them in the area? –Is there adequate light and access to a telephone? –Are they near where staff will need to apply them? –Are there enough sets of policies (multiple floors/districts)?

6. Filing System F Why have a system? –Prevents duplication of policies. –Provides a catalyst for thinking through why you are even writing the policy. EX: If the agency has a confidentiality plan do you need a separate policy in each program, or just reference the agency plan? –Expedites finding policies when needed.

7. Establishing a Filing System F Building a user friendly filing system is similar to how you fill a bucket to get maximum load. –Start with the big rocks. –Next add the smaller stones –Then add the pebbles –Finish with the fine sand.

8. Categorical Filing System - Step 1 F Establish major categories - Big Rocks –Make sure the categories make sense to staff. –Suggestions Board of Health Governance Administration Emergency Response Occupational Health and Safety

9. Categorical Filing System - Step 1 F Establish major categories…continued. Occupational Health and Safety Facilities Maintenance Risk Management Clinical Programs Community Services Programs

10. Categorical Filing System - Step 1 F Indexes with each heading facilitate finding policies. –Whether to insert indexes here under the major categories or to insert them later will largely depend on how many policies you have.

11. Categorical Filing System - Step 2 F Sub-headings - Smaller Stones –Ex: Occupational Health and Safety Blood-borne Pathogens Policies TB Control and Prevention Plan Material Data Safety Program Ergonomics Control Plan

12. Categorical Filing System - Step 3 F Add groupings where needed - Pebbles. –Ex: Blood-borne pathogens Clinical applications Laboratory applications Community Services applications

13. Categorical Filing System - Step 4 F File by title….the sand –Ex: Category...Occupational Health & Safety Sub-heading…Blood-borne pathogens –Grouping……Laboratory Title…….Collection of blood specimens by veni- puncture

14. Numbering Systems F A numbering system can also be applied. –Provides each policy with a unique identifier. –Easier to file…has numerical order.

15. Numerical Filing System - Step 1 F Establish major categories - Big Rocks –Make sure the categories make sense to staff. –Suggestions Board of Health……………………1000 Governance………………………...2000 Administration……………………..3000 Emergency Response………………4000 Occupational Health and Safety……5000 Facilities Maintenance……………...6000

16. Numerical Filing System - Step 2 F Sub-headings - Smaller Stones –Ex: Occupational Health and Safety…..5000 Blood-borne Pathogens Policies……………5100 TB Control and Prevention Plan……………5200 Material Safety Plan………………………...5300 Ergonomics Control Plan…………………..5400

17. Numerical Filing System - Step 3 F Add groupings where needed. –Ex: Blood-borne pathogens………….5100 Clinical applications………………………5110 Laboratory applications…………………...5130 Community Services applications………...5160

18. Numerical Filing System Step 4 F File by title….the sand –Ex: Category: Occupational Health & Safety…..5000 –Sub-heading: Blood-borne pathogens…………...5100 Grouping: Laboratory……………………….5130 Title: Collection of blood specimens by veni- puncture……………………………………...5131

19. Alpha-numeric System F Categorizes policies as discussed earlier and then numbers each policy within each category.

20. Alpha-numeric System Step 1 F Establish major categories –Abbreviate each category. –Suggestions Board of Health…………………………BOH Governance……………………………..GOV Administration………………………….ADM Emergency Response……………………...ER Occupational Health and Safety…………OCH Facilities Maintenance…………………….FM

21. Alpha-numeric System Step 2 F Assign each letter in the alphabet a range of numbers.

22. Alpha-numeric System Step 3 F A policy in the Occupational Health and Safety Section titled Completing an Incident Report may be assigned a policy number such as OCH-205 where OCH represents the category and 205 indicates it starts with C.

23. Alpha-numeric System F The number spread can be increased to 1000 if the agency has more policies. F Be sure to include enough numbers to start with in order to avoid having to renumber policies later.

24. Disposition of Superseded Policies F Retain an original of outdated policies in the Agency F Retention of old policies should be in accordance with recommendations in the LHD Record Retention and Disposition Schedule F In order to supply documentation of standard of care in litigation situations agency policy may require archiving or retaining a microfilm copy despite the retention schedule