Chapter 2. Organization
Setting up compliance folders and a filing system that an assessment team can navigate.
While we can explain most of the necessary paper supplies needed to begin, the way you organize them is up to you.
A computer workspace, along with a file cabinet dedicated to the task, is necessary. A review of other programs has revealed that color-coded files seem to be the easiest and most accepted method of identification — red for Administration, blue for Operations, and so on.
Folder Organization
In order to streamline the assessment process, you need to set up your files in a consistent manner. Each folder should be labeled with the standard number and title on the tab, along with the cover. On the inside cover of the folder, the standard applicable to that folder should be copied and placed in the folder. Documentation should then be filed in the order listed on the Standard Compliance Form. The Standard Compliance Form should lay loose in the folder and be the second piece of paper in the file.
If there are bulleted items in the standard, these items should be separated by a page titled with the bullet number. If you choose to highlight relevant text within documents, please be consistent with the highlight method.
Setting up the folders is the easy part; now you can begin filling them. Each folder should have a label, a copy of the applicable standard, related policy, a completed Standard Compliance Form (SCF), and proof of compliance in a format capable of filing.
Organization Tips
Tips from others who have completed this process include:
- Place the standard number for every proof of compliance at a consistent location on all items. This will help identify loose paper, especially if a pile of folders accidentally is knocked to the floor. It will also speed the filing process.
- Many Managers use a separation sheet for each proof for bulleted items. The proofs of compliance are arranged so that the assessor can read the standard statement and immediately tab to bullet "c" if desired.
- Be creative when necessary. Compliance is demonstrated not only in written materials, but also via videotape, recorded materials, interview and demonstration.
The Accreditation Manager should make every effort to visit other accredited agencies. The information gathered will prove invaluable.
Schedule Briefings for All Staff
Schedule briefings for officers and clerical staff. Personnel should be briefed regularly on the progress toward accreditation status.