OVERVIEW: Policy and procedure writing often falls to the manager or supervisor of a program, but what do you do as a new manager when you discover there are few current workflows, policies, or procedures in place? In 2022, King County Archives staff and the new County Archivist found themselves in this situation. Rather than panic, they chose a different approach: welcome the challenge and own the process.
The absence of current policies and workflows left them with a blank slate, and they quickly realized they could influence the direction and vision of the program. Everyone was given the opportunity to contribute ideas about what they saw as the Archives future and how to realize it. Staff, who previously were given no opportunity to contribute to program planning and policy creation, were included in the brainstorming and drafting process. As a result, they became more comfortable sharing their ideas. The new Archivist and two new staff members learned more about the program so they could support the existing staff and contribute to the planning and writing process.
The collective effort paid off. In one year, King County Archives finalized a Digital Asset Management Policy and Social Media Policy. Staff drafted and implemented workflows for accessioning, processing, and appraisal. They scrapped old, inefficient procedures and adopted new ones. One procedure improvement reduced reference response times by 75%. Turning the process of policy and workflow drafting into a collaboration unified the staff, helped stabilize the program, and outlined a shared vision for the future of the County Archives.
NAGARA members, including myself, have asked for more information and examples of successful policy, workflows, and procedure writing. This case study of a small, local government archives and its challenges to draft current policies and procedures can serve as a template and an encouragement to others in the field who are facing the same challenges.
GARA CERTIFICATE CORE COMPETENCY AREAS: "Records and Information Management Basics" OR "Archives and Long-term Preservation"
TARGET AUDIENCE: Local
FOCUS AREAS: Archives
PRESENTER: Hannah Soukup, King County Archivist and Archives Program Manager, King County Washington