Writing the policy
Who should write the policy?
The analysis process is likely to yield a long, detailed document that must be condensed and culled into a statement of policy, which is traditionally a short, concise document. People have different strategies for achieving this step (think about how you cull research into a written paper), although nearly all methods require identifying priorities, merging and synthesizing, and invoking disciplined editing.
Usually someone in the museum - an editor, a scholar, an educator - is expert at these skills and is chosen to write the policy drafts.
What style of writing and prose are appropriate?
Policy writing guidelines stress the importance of using clear and simple language. Avoid jargon; in instances where they must be included, explain the meaning of the terms/phrases in a "definitions" section of the policy.
Because the policy is a guideline, not a regulation, avoid using words that imply a mandate, such as "will" or "must." (Many policies choose the term "shall" in lieu of these words or "may" when discussing options.)
In general, select words carefully and use as few words as necessary to convey your point.
The prose should guide the reader through the document. Avoid long, convoluted sentences (they are easy to misinterpret) and keep the policy itself as short as possible.
Who should review policy drafts?
Collections managers should be part of the group that reviews the policy in its various drafts, as should a pre-selected group of museum staff who are astute about the issues and have been involved in the policy development process.
What format should be used?
The policy's organization, structure, and components are largely your choice and preference.
In your external review of policies from other museums and related institutions, you will have seen a variety of formats and organizational structures, some of which work better than others.
If you are part of a larger organization, you may already have a policy format prescribed by your parent institution.
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