1. Why: 

1.1 To ensure records required by the Management System are effectively controlled.

2. Who: 

2.1 The management representative through [name position or delete through] ensures all requirements are implemented and maintained.

2.2 All relevant personnel manage records under their control as required by this and the relevant procedure.

3. Documents: 

3.1 Records Register

4. How: 

4.1 Each record is identified by its name or content.

4.2 Each is managed as per the requirements of the relevant procedure and records register.

4.3 Each is managed using an appropriate electronic directory, electronic file, data storage medium, binder, suspension file, filing cabinet, other recognised filing system and / or within the relebvant operating system platforms and software.

4.4 The records register indicates a records atttributes including media, ownership, storage location, sequence, retention and method of disposal.

4.5 The retention period is determined through consultation with the relevant procedure / process owner by the management representative and expressed as a minimum number of years to meet either contractual, statutory or management system requirements.

4.6  As a default, the minimum retention period for the following records are;

4.6.1 Management system records - 3 years
4.6.2 Financial records - 5 years
4.6.3 Employee related records - 10 years
4.6.4 Health and environmental records - 20 years

4.7 Electronic data is managed by online cloud services; Virtual Forms, Office 365 and DropBox.  Each provides multiple backups and live replication.