M2: Learner Manual
5. Policy Implementation
5.1. Policy Review
Policies and procedures must be reviewed periodically. When any changes occur, ensure the policies and procedures remain relevant and effective. For example, a change may occur when a business purchases a new piece of machinery, starts using a new chemical or adopts a new production method. Any such changes mean that relevant procedures should be reviewed.
The review cycle will depend on the circumstances and document type, but it is a good idea to review policies at least every 2 years, e.g. an OHS training policy may only need to be reviewed every 3 years, but a chemical handling procedure should be reviewed more often due to the level of hazard involved.
Implement a document management system that:
· Triggers reviews.
· Notes the dates of change; and
· Involves interactive revision.
All employees and contractors need to be made aware of the changes to policy and procedure when they occur.[1]
Policy Review Plan
Develop a plan for active maintenance and review. Owners of policy may not have the time or inclination to keep the information current. A methodology and training process needs to be in place to assist them. New developments in document management software can help in this area. Audits can often identify information that needs updating. There is no quicker way to lose the confidence of your users than to have information that is obsolete and no longer applicable.
· Who will ensure that policies are actively maintained and reviewed?
· How often will your policies be reviewed for possible updating?
· What process will be used when a policy comes up for review?
· Encourage feedback The people who use the policies can help keep them accurate. Users are often the first to notice that information is outdated. Having an easy and visible way to invite feedback will assist in the maintenance process. User involvement will also help communicate the message to users that their help is welcomed and that they have an opportunity and perhaps even an obligation to keep information current. Users know what works and what doesn't. They can often offer suggestions for improvement. What method will users use to report feedback?
· How will feedback be solicited or encouraged?
· Who will keep track of feedback and suggestions for improvement as they are received or discovered?
· Archive Changes and Date New Releases with an "Effective Date" Where will archived copies of versions be maintained?
Measure outcomes. Consider developing a measure to quantify the usefulness of the policies, such as the number of hits on the web site or logging phone calls on questions or suggestions for improvement. For critical issues, an internal or external audit may provide feedback on the extent of compliance with the policy or procedures. How will you measure outcomes?[1]