Salt Lake County recently conducted an internal audit, and the results were alarming. 67% of county policies were missing proper approvals, 12% were completely outdated, and numerous documents still referenced departments that no longer existed. 

If that sounds familiar, just know that others are facing the same roadblocks.

Across the country, many counties still manage critical policies using outdated methods (such as shared drives, spreadsheets, and even paper binders). 

This results in obsolete or unapproved policies, which in turn create real compliance risks, legal exposure, and inefficiencies that impact service delivery.

However, these risks are avoidable if a county government modernizes its approach to policy management. This county policy modernization guide examines how counties can modernize their policy management to serve their communities better and withstand scrutiny when it matters.

Why business-as-usual is now a liability

Does your county still manage policies using shared folders, email chains, binders, or disconnected department files? 

These methods may have worked in the past. But today, they create more risks than reliability. Here’s why your “business as usual” approach is sure to be a liability today:

State mandates are forcing actions

Many states have now implemented rolling policy review requirements, which mandate counties to update their administrative policies and procedures every 3-5 years.

Manual policy processes can’t keep up with these compliance timelines. Since the government policy tracking system lacks automated policy review alerts, policy reviews are often missed. But it gets worse.

Policy review mandates often include strict documentation and approval criteria. 

However, without a centralized policy repository, departments often struggle to locate the correct documents, and without policy version control, there’s no assurance that the policy being followed is the most current or properly approved. 

Such an environment increases the risk of audit findings, as it’s challenging to meet audit trail requirements.

Institutional knowledge loss

Veteran employees retire from government agencies all the time, resulting in a loss of institutional knowledge. 

Since manual policy management systems do not provide for a structured knowledge handoff, a knowledge gap often arises when veterans who understand the history and context of key policies retire, leaving those who follow them without a clear understanding of the policies’ background. 

Their replacements may take longer to locate specific documents or may be uncertain about which document version is the most recent.

Not only do these knowledge gaps in county staff slow operations, but they can also introduce inconsistencies in how policies are interpreted and applied, increasing the risk of audit findings.

Public pressure for transparency

These days, the public expects to access county policies that affect them just as easily as any online service. When they can’t easily find these policies, trust suffers. And the county will feel it in the press, the courtroom, and the polls.

Searchable, digital access to policies leads to increased policy transparency, which in turn fosters better public trust in government operations.

For this reason, searchable, public-facing policy portals are no longer an option. Unfortunately, the manual systems that once “got the job done” do not meet these demands. 

These systems bury policies in shared drives, outdated PDFs, or disconnected department sites, making it nearly impossible for the public to find or trust the information they need.

The hidden costs of “policy chaos”

Individuals who provide professional management and leadership for county government recognize that having policies scattered, outdated, or inconsistently applied is more than a minor inconvenience. 

Rather, such policy chaos is a serious problem with significant long-term consequences that include:

Legal and compliance risks

When policies haven’t been updated or approved in years, departments may be operating under incorrect or even noncompliant guidance. This can lead to county policy compliance issues, increasing the risk of audit findings and potential lawsuits.

Policy chaos also leads to inconsistent policy enforcement across departments. And this increases legal risk in county operations across the board, as some departments may unknowingly operate outside of legal requirements.

Operational inefficiency

Without centralized access to policy documents or version controls, staff may be unsure of which policy version is correct. Thus, they spend more time chasing down the correct policy version and approvals, leading to delays in service delivery.

Policy chaos can also lead to departments interpreting or applying policies differently, resulting in inconsistent standards across the organization. 

And that leads to operational inefficiencies. For example, when staff aren’t sure what the “correct” interpretation of a policy is, they often escalate questions, seek approvals, or delay decisions. 

That hesitation slows down operations and causes bottlenecks (especially in cross-departmental work). Also, when departments follow different processes, errors occur, and correcting these errors wastes time and delays services. 

Staff frustration and turnover

When employees can’t rely on policies to guide their decisions or waste time navigating broken systems, they become frustrated. This frustration can lead to lower engagement, reduced productivity, and even turnover.

And when staff leave, they take critical institutional knowledge with them, which can increase the frustration for those who remain.

Case studies: Counties taking action

Across the country, several counties and state agency groups are modernizing their policy processes to simplify operations, improve compliance, and build public trust. 

Below is one of our favorite policy modernization examples showing that digital policy adoption in counties is not only possible, but that it pays off quickly. 

Iowa agencies consolidate three departments under one digital system

Agencies in Iowa tracked their rulemakings differently, with some using Google Sheets, others using SharePoint, and some even using manual paper tracking. 

This led to separate, inconsistent policy documents that hindered collaboration, caused delays in the policy approval process, and increased the risk of outdated or conflicting policies.

To address this problem, the State of Iowa moved to standardize and automate its rulemaking processes using cloud-based SaaS tools. It ran a pilot with three agencies: the Professional Licensing & Regulation Bureau (PLB), the Department of Inspection & Appeals (DIA), and the Department of Health & Human Services (DHHS). 

These agencies were merged under a single digital policy management platform. This digital solution enabled real-time collaboration, version control, and automated approval workflows, replacing cumbersome manual processes with a centralized, transparent system.

The policy management automation pilot program delivered several improvements. It reduced policy review time by 40%, improved document retrieval speed by over 60%, and agencies reported a 75% reduction in policy discrepancies. 

It also enhanced inter-agency collaboration, increased operational efficiency, and improved audit trail compliance and audit readiness.

You may also like: Case Study: Louisiana Secretary of State Partners with Esper to Streamline Internal Policy Management.

What modern policy management looks like

Modern policy management is about creating a unified and digitized system that ensures the right people can access the right policy at the right time, and with full traceability. 

A modern, digital policy management for counties should include the following elements:

Centralized system of record

A modern local government policy management software should act as a single source of truth for the complete list of policies maintained by a county or agency. 

This ensures that everyone can access policy documents in one location, rather than searching across drives or inboxes.  

The system will also feature advanced search capabilities, as a searchable policy database makes it easy to find the exact policy needed. 

Lastly, modern systems should include mobile access, allowing field staff to retrieve the latest policy updates on the go.

Automated compliance features

A modern policy management for local government should also incorporate compliance features such as alerts for mandatory policy reviews and audit trails for all changes.

Automated alerts flag when policies are due for review or approval, ensuring you don’t miss policy reviews or approvals. Audit trails help you track every change to policies, fostering accountability and transparency. 

Modern systems also feature version control, which ensures that only the latest, approved policies are in use.

AI-powered efficiency

Some of the best modern policy management platforms incorporate AI features to enhance speed and precision. 

For example, AI-powered policy search understands natural language, helping you find relevant results even without knowing or submitting the exact policy title.

Also, built-in analytics can provide insights into how policies are used and where updates may be needed.  

Getting started: A practical roadmap

Modernizing policy management doesn’t have to be overwhelming. The following steps can help counties and agencies transition from fragmented processes to a digital system: 

Assess your current state

You should start with understanding where things are. Audit existing policies to ensure they’re complete and accurate. Map workflows and pain points to understand how policies are applied in real-life scenarios. 

Identify compliance gaps, outdated processes, and obstacles that could hinder success or expose the agency to legal risks.    

Start strategic

Don’t try to modernize everything at once. Instead, focus on areas with the biggest impact (such as those affecting safety and security, legal compliance, or operations). 

Also, pilot with one department to see how things work. Then, refine the process before scaling county-wide.  

Importantly, opt for government-specific software. While generic business software tools may be “good enough” for private sector policy documents, they often lack the structure, controls, and compliance features to meet the demands of county policy governance.

Plan for success

Remember that county policy modernization is not a one-time effort. It needs structure and sustainability. To ensure your efforts are effective, consider the following:

• Establish governance frameworks: Define who is responsible for creating, approving, and updating policies. Clear roles and workflows reduce confusion and ensure accountability. 
• Provide comprehensive staff training: This ensures employees know how to access the latest policies and how to follow them. This improves compliance and reduces mistakes.
• Create protocols for emergency updates: While a structured county policy review process is in place, establish a process for updating critical policies when urgent changes are necessary (such as during a crisis).  

The bottom line: Act before the next audit

Take proactive actions to ensure your county’s policies are up to date. Waiting until an audit to address policy gaps is a costly mistake, as inaccessible, outdated, or inconsistent policies can lead to compliance problems, disrupt operations, and damage public trust.

Following the guidelines above will help you build a modern, audit-ready policy framework. This includes assessing your current policy environment, prioritizing high-risk areas, and implementing government-specific tools. 

For government-specific tools, you can’t go wrong with Esper. Esper.com is a policy-management platform designed for government entities seeking to modernize their processes. 

We’ve helped counties across the U.S. modernize their policy processes, helping them achieve improved operational efficiency, greater public trust, faster response to change, and improved audit compliance.

Request a demo and see how Esper can help you.

FAQs

View answers to frequently asked questions about  policy management: 

How does policy management work?

Policy management is the process of creating, reviewing, approving, updating, and distributing policies. For counties, these include the county risk management policy, HR policies, and operational procedures. 

Policy management involves tracking policies to see which are active, regularly reviewing them for accuracy, ensuring they are accessible to staff and the public, and keeping them compliant with laws and regulations.

What are the best practices in policy management?

Some of the best practices in policy management include centralizing policy storage, regularly reviewing policies, establishing effective governance, utilizing government-specific tools, training staff to understand how to access and apply policies, and planning for emergency updates.  

Which entity is responsible for policy-making in a county?

In counties, policy-making is the responsibility of the county board of supervisors or county commissioners. These elected officials set high-level policy direction for the county. 

County departments and legal counsel assist in refining and drafting these policies, while the county manager or administrator oversees their implementation and compliance.

What are the responsibilities of a county administrator?

A county administrator (or county manager) is responsible for carrying out the policies set by the county’s governing board. Specific duties include managing daily operations across county departments, ensuring policies and programs are implemented effectively, coordinating policy updates and compliance, and serving as a liaison between elected officials and staff.