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Record Retention and Disposal Policy
The purpose of this Record Retention and Disposal Policy is to ensure that [X Ltd] (‘The Company’) with its registered office address at [X], (Company number X), retains its official records in accordance with the requirements of all applicable laws and to ensure that official records no longer needed by the Company are discarded at the proper time. This Policy provides guidelines concerning the length of time official records should be retained under ordinary business circumstances.
- COVERED RECORDS
This Policy applies to all official records generated in the course of the Company’s business, including but not limited to:
- Typed, or printed hardcopy (i.e., paper) documents;
- Electronic records and documents (e.g., email, Web files, text files, PDF files);
- Video or digital images;
- Graphic representations;
- Electronically stored information contained on network servers and/or document management systems; and
- Recorded audio material
All records shall be maintained and stored for a period of 7 years. The Directors of the Company:
Will be responsible for the administration of this policy to all employees and to ensure that the policy is implemented; and
May make modifications to the Policy from time to time to ensure that it complies with all applicable law.
- RECORD STORAGE PROCEDURESIn order to facilitate administration of this Policy, where practicable, the official records of the Company should be organised and stored according to general categories in a manner that best facilitates the efficient administration of the organisations operations. Records within each category should generally be organised and stored in chronological order by time period (e.g., by month or year).
Categories of records not required to be retained on a permanent basis should be maintained by date or conspicuously dated to enable such records to be easily identified for disposal at the end of the record retention period.
Records containing confidential information should be labelled and/or stored in a manner to limit access to those employees or other individuals with authorisation to view such records.
- SUSPENSION OF RECORD DISPOSAL IN EVENT OF LITIGATION OR CLAIMSIn the event that any employee of the Company reasonably anticipates or becomes aware of a governmental investigation or audit concerning the Company or the commencement of any litigation against or concerning the Company, such employee shall inform the Directors and any further disposal of documents shall be suspended until such time as the Directors determine otherwise. The Directors shall take such steps as are necessary to promptly inform affected staff of any suspension in the disposal of documents.
- CONFIDENTIALITY AND OWNERSHIPAll records are the property of the Company and employees are expected to hold all business records in confidence and to treat them as Company assets. Records must be safeguarded and may be disclosed to parties outside of the Company only on proper authorisation. Any subpoena, court order or other request for documents received by employees, or questions regarding the release of the Company’s records, must be directed to the Directors prior to the release of such records. Any records of the Company in possession of an employee must be returned to the employee’s supervisor or the Directors upon termination of employment.This policy is not intended to and does not constitute or create contractual terms of employment, assure specific treatment under specific conditions and/or does not alter the at-will nature of any employment relationship with the Company.
For the avoidance of doubt, this Policy does not apply to any commissioned contracts or other contracts that the Company may hold where the requirements of record retention and disposal are part of the terms and conditions of that contract. Under those circumstances the relevant terms of those contracts shall prevail over this policy.
Policy Approval Date:
Policy Effective Date: