Best practices book - Flipbook - Page 79
BUILDING DEPARTMENT
CITY OF ROCHESTER HILLS
ROUTING SLIP FOR POLICY/PROCEDURE/BUI2
COMPUTER DRIVE FOLDER CHANGES
Document # 1.0.0080
Revised 04/19/21
Created 10/01/14
1.
The Routing slip is to be completed for all new and revised policy, procedures, and folder
changes.
2.
Fill out top portion of routing slip.
3.
Submitter initials, dates routing slip and forwards copy of routing slip to Manager (All proposed
changes shall be clearly identified)
4.
Manager reviews new or revised procedure.
a. if approved, Manager marks approved, initials, dates and forwards routing slip and draft
of approved procedure to the Administrative Services Supervisor (step 5)
b. if rejected, Manager marks the rejected box, initials, dates and returns procedure to
submitter advising why procedure was rejected
i. Submitter makes any changes, initials, dates and forwards the routing slip and
policy/procedure to the Manager for approval
5. The Administrative Services Supervisor reviews draft of policy/procedure/folder change
a. if approved, the Supervisor marks approved, initials, dates and forwards the routing slip
and draft to the Committee
b. if rejected, the Supervisor initials, dates and returns procedure to the Manager to make
any corrections
i. if corrections were made, the Administrative Services Supervisor will initial, date
and forward the revised draft to the Committee for approval.
6. Once approved, the Administrative Services Supervisor will forward to the Software Specialist to
prepare a new word document or revise current procedure.
a. For a new document, assign a new document number by checking next available
number under the correct heading in Document Control Table of Contents.
i. Add the number to the word document, the title and creation date. The
Software Specialist saves under word docs folder.
ii. Create a PDF of the document under I:BUI2/Administrative/Document Control/
and choose correct heading to save the PDF.
iii. Go to Document Control Spreadsheet and create the number, title and date.
Add hyperlink to PDF that was saved. Save and protect spreadsheet.
b. To update an existing procedure, find the original word document, make the corrections
and save with new revision date.
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