Approval And Routing Procedures For General Department Policies/Procedures (DP's) and Department Work Procedures (DW's)
Document Code No.: INF 7-lD-1 (AEP)
Department/Issuing Agency: Division of Records and Elections, Records Management Section
Effective Date: May 19, 1989
Approved: /s/ Tim Hill
Type of Action: Superseding INF 7-lD (AEP) and INF 7-lE (AEP)
1.0 SUBJECT TITLE: Approval And Routing Procedures For General Department Policies/Procedures (DP's) and Department Work Procedures (DW's)
2.0 PURPOSE:
2.1 To establish uniform procedures for the adoption process of Department level policies and procedures.
3.0 ORGANIZATIONS AFFECTED:
All Executive Departments, Offices and Agencies.
4.0 REFERENCES:
4.1 INF 7-1-1 (AEP) - Description of the standardized system for all King County Rules, Policies and Procedures.
4.2 INF 7-lG-l (AEP) - Writing King County Public Rules and King County Policies and Procedures.
5.0 DEFINITIONS:
5.1 "Department Work Procedures" (DW's) are one type of directive at the Department Policy level. They are intended to provide specific detailed direction for the completion of a task which is usually performed by one person.
5.2 "General Department Policies and Procedures" (DP's) are one type of directive at the Department Policy level. They are intended to provide direction for the internal management of County departments.
6.0 POLICIES:
6.1 The effective date of Department Policies/Procedures (DP's) and Department Work Procedures (DW's) will be the date of the Director's and Manager's signatures unless otherwise specified on the document.
6.2 Amendments to directives, and the superseding or repealing of existing directives, will follow the same approval process as the adoption of a new DP or DW.
6.3 Each General Department Policy/Procedure (DP) manual will contain, in addition to directives, an organization chart of the department and its divisions.
7.0 PROCEDURES:
Action By: Initiating Agency
Action:
7.1 Draft a new (or amend, supersede or repeal an existing) General Department Policy/Procedure (DP) or Department Work Procedure (DW) in conformance with INF 7-lG-1 (AEP).
7.2 Route draft of DP or DW to all affected areas of agency for review.
7.2.1 (In the case of a unilateral issuance of a policy by a Department Director or Manager, the review and comment process is not required. Continue with step 7.4.)
7.3 Revise draft to incorporate comments received.
Action By: Initiating Agency Director
Action:
7.4 Approve and sign directive in "Approved" section of letterhead.
Action By: Initiating Agency
Action:
7.5 Assign Document Code Number in accordance with INF 7-lG-l (AEP) and INF 15-1 (AP).
7.6 Complete Effective Date and Document Code Number on cover page and all following pages.
7.7 Distribute copies to affected areas within division.
7.8 Transmit one copy to the Records Management Section.
Action By: Records Management
Action:
7.9 Maintain permanently all originals of DP's and DW's.
8.0 RESPONSIBILITIES:
8.1 The Initiating Agency is responsible for
8.1.1 Ensuring that all provisions of this Executive Policy/Procedure are met, including conformance with INF 7-lG-l (AEP).
8.1.2 Signing the "Approved" Section of the letterhead.
8.1.3 Assigning Document Code Number and maintaining a department index for all Department level directives.
8.1.4 Transmitting one copy to the Records Management Section.
8.2 The Records Management Section is responsible for permanently maintaining one copy of all DP's and DW's.
9.0 APPENDICES:
None |
