1.1 The policy on Record Management is a comprehensive guide that outlines the necessary procedures and directives to ensure the efficient management of records that are generated, received, archived, handled, or eradicated on behalf of clients by Wave Talent. This policy is designed to ensure that all records are appropriately managed in a manner that is consistent with legal, regulatory, and business requirements.
By adhering to this policy, Wave Talent can maintain accurate and up-to-date records that are easily accessible when needed. This policy covers all aspects of record management, including record creation, classification, retention, storage, retrieval, and disposal. It also provides guidelines for the use of electronic records and the protection of sensitive information. Wave Talent is committed to upholding the highest standards of record management, and this policy is an essential component of that commitment.
1.2. The purpose of this policy is to ensure the proper handling, retention, retrieval, and destruction of records in compliance with legal and regulatory requirements.
2.1. A complete records inventory will be maintained, documenting all records created, received, stored, processed, or destroyed on behalf of clients.
2.2. The records inventory will include information such as record type, description, date, location, retention period, and responsible employee.
3.1. Procedures will be established for the timely retrieval of records when requested by clients, authorised personnel, or regulatory bodies.
3.2. Requests for record retrieval will be documented, tracked, and fulfilled within agreed-upon timeframes.
3.3. Proper authentication and authorisation procedures will be followed to ensure the confidentiality and integrity of retrieved records.
4.1. Records that have reached the end of their retention period or are no longer required will be destroyed in a secure and compliant manner.
4.2. Destruction methods may include shredding, incineration, or secure digital destruction, depending on the type of record.
4.3. Destruction activities will be documented, including the date, method, and responsible employee.