SAMPLE POLICY WORK

Task

Responsible Party

Frequency

Verification Method

records

reports

Review and update record retention schedules

HR, Compliance, and Legal Teams

Annually

Updated policy documents, retention log reviews

Execute secure destruction of expired records

IT, HR, and Records Management

As per retention schedule

Destruction logs, verification from external disposal service

Provide external audit access and reports

QA, IT, and HR

As needed

Audit access logs, external audit reports

f. Continuous Improvement in Record Keeping A culture of continuous improvement is integral to our record keeping practices. Regular reviews, audits, and feedback ensure that our systems evolve alongside regulatory and operational changes.

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Regular Internal Audits: The Quality Assurance Team audits record keeping practices monthly, with findings reviewed quarterly by executive leadership. Any discrepancies initiate immediate corrective action. Staff Feedback and Training: An anonymous feedback mechanism allows staff to report difficulties with data entry, system accessibility, or compliance challenges. This feedback is used to enhance training sessions and update system protocols. Technology Integration: The IT Department continuously improves the centralized records system by integrating new features that offer real ‑ time data analytics, improved search functionalities, and automated reminders for record updates and destruction. Interdepartmental Coordination: Regular meetings between HR, IT, and the Quality Assurance Team ensure that record keeping practices remain in alignment with overall organizational objectives and regulatory requirements. Benchmarking and Monitoring: Comparison of our records management performance against industry best practices and historical data enables us to identify areas for further improvement. Periodic Policy Reviews: All record keeping policies and procedures are subject to annual reviews to incorporate regulatory changes, feedback, and technological advancements. Updated policies are communicated via the intranet and staff training sessions.

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