<Short Name> Management Procedure

Control of Management System Records

1 Introduction

1 Scope
This procedure sets out <Short Name>’s arrangements for the identification, storage,
protection, retrieval, retention and disposition of those records which provide evidence of
conformity to requirements and of the effective operation of the management system.

2 Revision History
Revision Date Record of Changes Approved By

0.0 [Date of Issue] Initial Issue

3 Control of hardcopy versions

The digital version of this document is the most recent version. It is the responsibility of the
individual to ensure that any printed version is the most recent version. The printed version
of this manual is uncontrolled, and cannot be relied upon, except when formally issued by
the <Document Controller> and provided with a document reference number and revision in
the fields below:
Document Ref. Rev. Uncontrolled Copy X Controlled Copy

4 Terms and definitions

 ‘records’ are those classes of controlled documents that provide evidence of
conformity to management system requirements

 “we” and “our” refer to <Short Name>

5 Responsibilities
The <Records Manager> is responsible for all aspects of the implementation and
management of this procedure, unless noted otherwise.
Managers and supervisors are responsible for the implementation of this procedure within
the scope of their responsibilities.

2 Controlled Records Register

The <Records Manager> is responsible for the maintenance of the Controlled Records
Register and assigns clear responsibilities for the maintenance of each type of controlled
record.

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 <Short Name> Management Procedure
The register contains details, corresponding to the requirements of this procedure, of all
types of record which provide evidence of conformity to management system requirements.

3 Labeling and Storage

The <Records Manager> ensures that:

 storage methods for each class of record are detailed in the table below

 both current and archive records are traceable, clearly labelled and securely stored in
an environment that prevents damage and deterioration

4 Retention, Retrieval & Disposition

All controlled records are retained for a minimum of <RRP Years> years unless otherwise
indicated below or as required by customer or regulatory requirements.
The <HR Manager> ensures that staff training and other employment records are retained
for at least <ERR Months> months after their employment ceases.
Those records applicable to customers and regulators are made available, on request, for
them to review.

5 Protection
The ‘controller’ listed against each class of record in the Controlled Records Register
ensures that that class of record remains legible, identifiable and retrievable.
Records and data stored digitally are subject to periodic and secure backup.
Hardcopy forms are to be completed in ink.
The procedure for making corrections is to cross the error out, make the correction, initial
and date it. Correction tape or fluid is not to be used.

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