HRA Documentation Stack Reference
Provide a reference card for policy, process, procedure, template, evidence, and metrics layers in an HRA operating stack.
Purpose
Provide a reference card for policy, process, procedure, template, evidence, and metrics layers in an HRA operating stack.
When to use
Use when checking whether documentation is complete enough to support launch, renewal, audit readiness, training, or scale.
Who should use this
Operations lead, documentation owner, advisor, compliance reviewer, evidence owner, or HRB designee.
Review boundary
This reference helps organize documentation. It does not determine what documents are legally required.
Resource sections
Policy layer
- Identify plan documents, governance policies, review boundaries, and high-level rules.
- Record source/version and reviewer.
- Route legal or compliance questions.
Process layer
- Identify end-to-end workflows such as launch, renewal, support, reimbursement, evidence, and escalation.
- Name owner and evidence output.
- Keep processes distinct from detailed procedures.
Procedure layer
- Identify step-by-step SOPs or work instructions.
- Record owner and update cadence.
- Connect procedures to evidence and escalation.
Template layer
- Identify reusable notices, communications, checklists, records, and memo templates.
- Record source/version and reviewer.
- Retain approved template locations.
Evidence layer
- Identify proof retained for decisions, delivery, review, reimbursement, owner handoff, and escalation.
- Record evidence location.
- Connect to audit index.
Metrics layer
- Identify a few useful signals for workflow health.
- Connect metrics to improvement action.
- Avoid creating live dashboards.
Source/version control
- Record source, owner, version date, and replacement path.
- Retire outdated files with notes.
- Retain source/version evidence.
Review owner
- Name reviewer by layer where applicable.
- Route legal, tax, Medicare, COBRA, privacy, payroll, or compliance issues.
- Retain reviewer notes.
Update cadence
- Define review rhythm for each layer.
- Connect updates to documentation health and continuous improvement.
- Retain update notes.
Evidence to retain
- Documentation stack map - Retain with the audit file, evidence map, or review record as applicable.
- Missing layer list - Retain with the audit file, evidence map, or review record as applicable.
- Source/version notes - Retain with the audit file, evidence map, or review record as applicable.
- Update owner - Retain with the audit file, evidence map, or review record as applicable.
- Review note - Retain with the audit file, evidence map, or review record as applicable.
- Evidence location - Retain with the audit file, evidence map, or review record as applicable.
Evidence is not saved in this static version. Assign an owner, repeat the process consistently, review exceptions, explain the rationale, and retain copies in the employer file or local project record.
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This reference helps organize documentation. It does not determine what documents are legally required.