Archiving Guidelines and Procedures Policy

Purpose

The archiving guidelines and procedures policy of G3 Biz Ltd aims to establish a comprehensive system for the efficient organization, storage, retention, and retrieval of essential company documents and records. This policy is designed to ensure compliance with legal and regulatory requirements, safeguard sensitive information, and optimize operational efficiency, aligning with G3 Biz Ltd’s vision to be one of the most reputable distribution companies in Cameroon in terms of trust, expansion, value creation, and growth.

Scope

This policy encompasses the archiving of all critical company documents, including but not limited to:

• Human Resources:Employee files, contracts, job descriptions, salary records, performance evaluations, leave records, disciplinary actions.
• Accounts:Financial statements, invoices, receipts, tax returns, payroll records, expense reports.
• Operations:Procurement documents, inventory records, maintenance logs, quality control reports.
• Legal and Compliance:Contracts, legal correspondence, permits, licenses, insurance policies.
• Company Policies:Internal policies, procedures, and guidelines, rules and regulations.

Document Management and Labeling

All documents generated or received by G3 Biz Ltd must be:

• Properly titled:Descriptive and accurately reflecting the document’s content.
• Clearly labeled:With relevant information such as document type, creation date, author, and department.
• Dated and time-stamped:To facilitate accurate record-keeping.
• Organized:In a logical and accessible filing system.

Document Format and Storage

• Electronic Documents:Preferred format for new documents to enhance accessibility, search capabilities, and storage efficiency.
• Acceptable Electronic Formats:PDF, Microsoft Office (Word, Excel, PowerPoint), and other industry-standard formats.
• Paper Documents:May be retained for specific legal or operational requirements. Should be scanned and converted to electronic format when possible.
• Electronic Document Management System (EDMS):Implement a robust EDMS to securely store, manage, and retrieve electronic documents.
• Data Backup:Regular backups of electronic documents should be performed and stored in a secure off-site location eg a drive, a flash, and even cloud storage, external hardrive.

Responsibilities

The Head of Department HR/Administration is responsible for overseeing the archiving process and ensuring adherence to this policy. Department heads and employees are accountable for creating and maintaining accurate records as per their departments.

Retention Schedule

All archived documents will be retained for a minimum of 10 years unless otherwise required by law. A detailed retention schedule will be developed and maintained to outline specific retention periods for different document types.

Storage and Security

• Physical Storage:Archived paper documents will be securely stored in designated, locked storage areas accessible only to authorized personnel.
• Access Control:Access to both physical and electronic documents is restricted to the Accounts, Head of Department HR/Administration, Depot Manager, and Managing Director.
• Confidentiality:All archived documents, both physical and digital, contain confidential information and must be handled with utmost care.
• Data Privacy and Protection:Implement measures to protect personal and sensitive information, including data encryption, access controls, and employee training on data protection practices.
• Disaster Recovery:A disaster recovery plan will be in place to protect archived documents from loss or damage.

Document Retrieval

To access archived documents, employees must submit a written request to the Head of Department HR/Administration, specifying the required information. Requests will be processed promptly, and copies of documents may be provided, subject to authorization.

Review and Updates

This archiving policy will be reviewed annually to ensure its effectiveness and compliance with changing legal and regulatory requirements and to align with G3 Biz Ltd’s vision of becoming one of the most reputable distribution companies in Cameroon.

Appendix

Table: documents / files, storage rooms and responsibilities