ID-589-Greg McCollum

Q: My question is more logistics about the policies and procedures. We have a lot of policies and procedures that are written and done. They went into a paper binder, which is in the office. My question is just the logistics of it because this paper binder, it seems like we revise something every week. Every time we have Q&A or staff meetings I see people doing things the wrong way and I know there’s a specific way that somebody’s not checking it to see exactly how to do it and sometimes when I check it, it’s not even in there. How do you do that logistically? At this point I did get an editor of a magazine that I know and she put it in a document and emailed it to me. It does have a table of contents, you can click through it but I need to be able to edit it and change it. I need to be able to do that on a regular basis. How do you guys do that?
A: What I do with that is, the digital copy is a read-only so the staff has to follow that. I save another of that document over to a different location where the staff doesn’t have access to it only I do or the office administrator. Then, if we tell the paralegal to draft a new procedure she will get sent that section so that she can then revise it and she tells the office administrator it’s been revised. Then it can be finalized. We have a whole procedure on how to revise your procedures so that’s how we do it digitally.
A: You have a three ring binder. You’ve got all your policies and procedures, and everybody has their own copy. Every time there’s a new one you say, _Take out page six and seven and replace it with a new page six and seven._