Back to Basics Series: Highlighting Part 2 of 2 – Other than Written Directives

When it comes to highlighting attachments other than written directives, the same general process applies — but the focus shifts slightly. These attachments are often your proofs of compliance, and how you highlight them directly affects how efficiently your assessors can verify compliance.

Continuing theme: Keep It Simple.

1. Review the Standard.
Start by reading the proofs of compliance or commentary section for the standard you’re working on.

2. Pay Attention to the Quantity and Time Frame.
Determine how many examples are required — and whether the standard specifies a time frame.

• If it’s just a numeric quantity, focus on what the document is, not when it’s from (as long as it falls within the cycle).

• If there’s a time component, the when becomes equally important as the what.

3. Highlight Key Information.
Draw your highlight box around the document name or section showing compliance and the date (if applicable). If those aren’t close together, highlight each area separately.

4. Label the Highlight.
When the text box appears on the right, label each highlight using one or two short, simple words.

Examples include:

• “Proof 1,” “Proof 2,” or “Year 1,” “Year 2,” depending on the standard’s focus.

• A keyword pulled directly from the standard (e.g., “Training,” “Policy,” “Memo”).

Pro Tip:
Avoid using actual names or specific dates in your highlight labels. Assessors must verify dates on the document itself, and having them in the label can cause confusion or errors — like mismatched information. Plus, if you reuse proofs in future assessments, you’ll have to update those labels each time. Keeping labels generic saves time, avoids inconsistencies, and makes replication easy.

5. Highlighting When the Standard Says “Addresses Elements of the Standard.”
When a proof must show it “addresses elements,” treat it like a written directive: highlight the requirements of each bullet in the proof itself.

6. Link Highlights Correctly.
Don’t forget about the checkboxes beside the standard text. PowerDMS automatically checks the box for the standard statement by default. If your highlight relates instead to a bullet or subsection, deselect the default and choose the checkbox that best matches the highlighted section.

Linking properly ensures that when assessors click your highlight, PowerDMS automatically scrolls to the exact part of the standard it corresponds with.

Wrap-Up:
Highlighting proofs of compliance is about clarity, not decoration. Keep it simple, consistent, and logical. By doing so, you make it easier for assessors to navigate your files, verify compliance, and keep their focus where it matters most — on your agency’s great work.

Who do you know that could benefit from these accreditation-friendly tips and resources? Consider sharing this link with a colleague so they can sign up:https://www.accreditationacademy.net/signup 

Areaka P. Jewell

Accreditation Academy

areaka@accreditationacademy.net

(305) 360-1075