Page 28 - CCGA Best Practices Version English

Practice Description: The notification service has documented operating
procedures, human resource policies including health and safety, and training
manuals. Training manuals, practices, procedures, and policies are on the
premises in a designated area or place, dated, and available for reference.

2-12: Documented Owner Verification of Data
Submitted by Facility
Owners

Practice Statement: The notification service returns the geographic
description data base documentation to the owner annually and after each
change for verification and approval.
Practice Description: The notification service can only work with the
information related to the existence of buried facilities that its members
provide. It is important that the notification service be able to produce
evidence that a member’s data is accurate, according to that member.
Regular verification of data is a part of the documented agreement or
operating procedures between the owner of buried facilities and the
notification service. Any deletions or additions made by the member are
entered into the database and documentation of the change sent back to the
member for verification, prior to activation.

2-13: Flexibility for Growth and Change

Practice Statement: The operating plan of the notification service is
sufficiently flexible to accommodate growth and change.

Practice Description: A successful notification service maintains flexibility
to respond to changes by forming and maintaining a responsive governing
organization whose Board of Directors’ and stakeholder representative
composition allows adequate representation of the needs of all stakeholders.

A Board’s ability to respond to change will be enhanced by drafting bylaws
and operating procedures that reflect the current environment in which
the notification service serves. The most successful Boards review these
documents on an ongoing basis to make sure they continue to reflect or
respond to current conditions. These Boards conduct regular strategic planning
sessions during which they review the current state of the notification service
major systems, programs and outreach activities. Such assessments help them
identify stakeholder needs for future growth and development.
Many members of Boards, stakeholder group representatives and notification
service management teams keep themselves informed about and involved
in the notification service industry by joining associations and attending
conferences or other educational events that help them to better identify
new opportunities for growth and change.

Canadian Common Ground Alliance
Best Practices Version 3.0 – October 2018
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