– Personnel records are retained for the duration of employment, plus a minimum of seven years following termination. – Secure destruction protocols are followed for all records once the retention period expires.
E. Operational and Administrative Documents
Operational documents, including policies, procedures, meeting minutes, and internal memos, are integral to effective management and regulatory compliance. Purpose and Importance: These records support the operational integrity of the organization by providing a clear, historical record of policy decisions, procedural changes, and internal communications.
Procedural Guidelines:
1.
Creation and Revision: –
All operational documents are created using standardized templates. Revisions must be approved by the relevant department heads and the Compliance Team. – Each document version is clearly dated and version ‑ controlled, with change logs maintained. 2. Distribution: – Updated documents are distributed electronically to all relevant staff and stored in a centralized intranet portal. – Automatic notifications are sent out when key operational policies are revised. 3. Accessibility and Audit Trails: – Operational documents are accessible to all authorized personnel and are safeguarded against unauthorized access. – An audit trail tracks all changes, ensuring full traceability for regulatory inspections. 4. Retention: – Operational documents are retained for a specified period (typically seven years) after which they are securely destroyed. d. Roles and Responsibilities A well ‑ defined structure of roles and responsibilities is essential for achieving efficient record keeping. Every staff member must understand their role in creating, maintaining, and safeguarding records.
Executive Leadership • Responsibilities:
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