Can a policy management system track as well as I can?

The views expressed in this post are solely those of the author and do not represent the views of ACUPA or Purdue University.

I track a fair amount of data with each of the policies in the Purdue University policy library. Currently, I use Excel to manually track all my data. Even to me, this seems a bit archaic with the variety of policy management systems out there. I have looked at a couple vendors, but have stopped short of pursuing a contract because I am afraid I won’t be able to capture all my data.

Some data are pretty standard, such as the date of issue, the responsible executive, the responsible office, and the volume and chapter (see my post from October 2020 on Organizing a Policy Catalog to learn more about the last two). It’s easy to designate a field that captures these data. It is also easy to track the date a policy was last revised. Even systems that are not designed exclusively for policy management can track version dates.

Where I run into trouble is finding a way to automatically track the last date a policy was reviewed. Policies get revised all the time. Titles, phone numbers, and email addresses change frequently, which require an update to the affected policy, and thus, a new version date. Most of the time, however, these small administrative updates do not coincide with a comprehensive review of the policy. If I were to use the version date to determine when a policy is due for review, I would likely have a lot of policies that never get reviewed because the version date never falls outside the review period (which, at Purdue, is every five years).

I also get tripped up when a policy supersedes another policy. This can happen for a number of reasons, such as the title of the policy changing, two policies being combined into one or vice versa, old memos being updated into policies, etc. With my Excel spreadsheet, I am able to track a current policy all the way back to its origin, even if that is a memo from 1952. I can tell you the name and number of the policy or memo that addressed a given subject on a given date, and I can find a copy of that document in our e-archives. I have not had to track anything back to 1952, but I have had instances when our legal counsel needed all the versions of a policy going back several years. I just don’t see how a system could track this kind of serpentine information.

Last, but not least, we allow for interim policies. This means a policy can go into effect without having gone through all the required steps. The policy owner then has six months to finish all the steps and finalize the policy, or request an extension of the interim status. I mark policies as interim and track the six-month deadline in Excel. It seems to me that I would have to continue to track this sort of thing manually even if I had a policy management system.

Maybe I am making things too complicated. Maybe I need to let something go. What do you think?