Once you have completed the 4 selected policies and procedures, prepare a class presentation communicating the following details and information about the procedures you developed
6.1. How will you make sure that the documents are handed to the correct people who need the information?
6.2. How will you ensure that the documents are filed correctly?
6.3. How will you control and deal with confidential information that may be in the documents?
6.4. What kinds of control measures would you implement to monitor the procedures you designed (to ensure that
everything goes according to plan)?
6.5. How would you handle cases where individuals do not conform to the procedure you designed?
For question 6.1, in order to ensure that the documents are handed to the correct people who need the information, we will implement a clear and efficient distribution process. This can include having designated individuals responsible for distributing the documents based on their relevance and need-to-know basis. We can also use technology such as email systems or document management software to automate the distribution process and ensure accuracy.
In question 6.2, the correct filing of documents is crucial for easy retrieval and reference. To ensure this, we will establish a standardized filing system that includes clear categorization, labeling, and indexing of the documents. Training will be provided to all relevant staff members on the proper filing procedures and the importance of maintaining an organized filing system. Regular audits and inspections will also be conducted to monitor and ensure compliance with the filing protocols.
Question 6.3 addresses the handling of confidential information in the documents. We will implement strict confidentiality protocols to safeguard sensitive information. This may involve limiting access to certain individuals or departments, password protecting electronic documents, and storing physical documents in secure locations. Confidentiality agreements and non-disclosure policies can also be used to emphasize the importance of safeguarding sensitive information.
To address question 6.4, we will establish control measures to monitor the procedures we have designed. This can include regular reviews and assessments of the implemented policies and procedures to identify any areas for improvement or potential risks. We can also use performance indicators and metrics to track the effectiveness and efficiency of the procedures. Feedback and input from employees can be gathered through surveys or meetings to ensure that the procedures meet the needs of the organization.
Finally, question 6.5 covers cases where individuals do not conform to the procedures designed. In such situations, we will have a clear escalation process in place. This can involve notifying supervisors or managers of non-compliance and providing opportunities for training or education to help individuals understand the importance of adhering to the procedures. If necessary, disciplinary actions may be taken, but the focus will always be on educating and supporting employees to ensure understanding and compliance.