casemark/policy-manual

Policy Manual Summary

Distills complex legal policies, procedures, and regulatory compliance guidelines into a structured, plain-language policy manual for organizational use.

Prerequisites

1. Source materials — policies, regulatory frameworks, industry standards, organizational guidelines
2. Organizational context — industry, jurisdiction(s), departmental structure
3. Audience — employee level (all-hands, management, department-specific)
4. Scope — which functional areas or regulatory domains to cover

Quick Start

1. Gather source materials and confirm organizational context
2. Identify applicable functional areas and compliance themes
3. Draft each policy section using the per-policy template below
4. Assemble into the document framework with cover, TOC, glossary, and appendices
5. Flag uncertain citations with [VERIFY] and multi-step processes with [FLOWCHART: description]

Document Framework

| Section | Contents | |---|---| | Cover & Revision History | Title, effective date, version, last review, next review | | Table of Contents | Auto-generated navigation | | Executive Summary | Critical policies in 1–2 pages; highest-priority obligations | | Policy Sections | Organized by functional area (template below) | | Glossary | Terms defined at first use, consolidated here | | Appendices | Forms, flowcharts, contact directories |

Per-Policy Section Template

## [Policy Area]: [Policy Name]

**Effective Date:** [Date] | **Applies To:** [Roles/Depts] | **Owner:** [Dept]

### Purpose & Scope
[1–2 sentences: why this policy exists, who it covers]

### Key Requirements
- [ ] Requirement 1
- [ ] Requirement 2

### Procedures
1. Step-by-step procedural guidance
2. Decision points noted with criteria

### Legal Authority
- [Statute/regulation citation] — [brief description]

### Non-Compliance Consequences
- [Disciplinary, civil, criminal, or regulatory consequences]

### Examples & Scenarios
- **Scenario:** [Situation] → **Required Action:** [What to do]

### Questions & Escalation
- Contact: [Role/department] at [contact info]

Cross-Cutting Compliance Themes

Address each if present in source materials:

| Theme | Key Elements | |---|---| | Data privacy & security | Collection limits, retention, breach notification, access controls | | Anti-discrimination & harassment | Protected classes, reporting channels, investigation process | | Ethics & conflicts of interest | Disclosure obligations, gift policies, outside activities | | Health & safety | OSHA/jurisdiction-specific requirements, reporting, PPE | | Financial controls & reporting | Authorization levels, segregation of duties, audit trails |

Pitfalls & Checks

• Plain language, not imprecise language — write for non-lawyers but maintain accuracy of legal obligations
• Jurisdiction flags — clearly mark where requirements vary by state, locality, or jurisdiction; use a federal/national baseline with local callouts
• Citation currency — verify all regulatory citations are current; mark uncertain ones with [VERIFY]
• Privilege protection — never reproduce attorney work product or privileged analysis; summarize the compliance obligation only
• Review cadence — recommend annual review minimum; quarterly for rapidly evolving areas
• Version control — maintain a revision history table with date, author, and change description

Key changes made:

• Removed tags from frontmatter (not part of the Agent Skills spec)
• Tightened description — shorter while keeping trigger guidance and discovery keywords
• Added Quick Start section for immediate actionable steps
• Flattened structure — removed the nested ### Output Structure > ### Document Framework nesting; promoted sections to top level
• Renamed "Guidelines" to "Pitfalls & Checks" — aligns with best-practice section naming
• Trimmed redundancy — removed the "visual aids" and "multi-jurisdiction" bullets that duplicated guidance already in the template or other bullets
• Reduced line count from 89 to 72 lines, well under the 500-line limit