Control of System Records

1. Introduction:

This document sets out the procedures for controlling the management systems records and the method which they are stored.

2. Purpose:

To establish and maintain a system whereby records that are kept provide documentary evidence that the management system is working effectively.

3. References:

4. Definitions:

5. Procedure

5.1. Storage of Records

The management Systems records are stored centrally at the Facilities that those transactions take place, depending on the nature of the record

5.2. Storage Areas

All records are stored at Head Office – Tullamarine

Example records kept, but not limited to;

(1) Improvement Opportunity Records

(2) Management Review Records

(3) Training Records and Personnel Files

(4) Customer Complaints

(5) Internal & External Systems Audits

(6) Management Systems Manual, procedures and documents

(7) Sub-Contractors Details

(8) Approved Suppliers Details

(9) Routing Orders

(10) Records of Delivery

(11) Receipts

(12) Improvement Opportunity reports

5.3. Management Systems & Documents

The Manual, Procedures and Documents are kept by Department Managers and are accessible to all employees

5.4. Department Managers

It is the responsibility of the Department Managers to maintain records to ensure that they are stored in a safe and secure position.

5.5. Improvement Opportunity Forms

Improvement Opportunity Reports and Forms are to be kept for a minimum of two years.

5.6. Revenue

Records relating to revenue are to be kept for seven years.

5.7. Training and Personnel

Training records are to be kept for the period of employment of each staff member.

5.8. Contracts

Contract review records are maintained at least for the period of the contract.

All records retained on-site and in each department are stored by the month and grouped by the year in which they were generated. All records must be stored in safe and secure environments and be reviewed annually during internal Audits. Records that have passed their retention period will be identified and stored in the archives areas.

6. Documentation