5.1 Update User Records Update records. All student information identified to be stored securely for no less than 10 years and is to include the following information as a minimum: Delegate Personal Details Form Date of enrolment and completion of training Course on which enrolled and the training location/venue Trainers and assessors involved Records of daily progress assessments Records of counselling End of course assessment and record of results attained
Training Coordinator
13.PR006 IMS Management Review
1.4 Check Retention Records Check that the review periods are still applicable and if any documents have been archived. Ensuring they have been processed correctly.
QHSE Manager
13.PR011 Document Rentention Management
1.1 Review/Identify Need Document archives are reviewed at least annually and/or when limitations on storage capacity are identified
QHSE Manager
13.PR011 Document Rentention Management
1.2 Archive Electronic Documents All electronic documents are kept indefinitely. When the retention period for electronic records has expired, they can be archived to external disk and stored in the company fire safe if necessary. The external disk should be clearly labelled as a data archive including the creation date. An index file should be included in the root director of the file system.
Admin Assistant
13.PR011 Document Rentention Management
1.4 Review Physical Archive Content The content of the physical archive should be reviewed at least annually. When necessary documents should only be disposed of when their retention period has expired. Disposal of documents should be carried out in accordance with company policies and procedures