Archiving Guidelines and Procedures Policy
Document retention, security, and retrieval standards for G3-Biz Ltd
Policy Overview
Archiving Guidelines and Procedures
This policy defines how G3-Biz Ltd organizes, stores, retains, secures, and retrieves critical records to ensure operational efficiency, confidentiality, and legal compliance.
Scope
- Human Resources records
- Accounts and finance records
- Operations records
- Legal and compliance records
- Internal policies and procedures
Document Management
- Properly titled and clearly labeled
- Dated and time-stamped
- Organized in an accessible filing system
- Electronic format preferred where possible
- Regular backup to secure off-site locations
Storage & Security
- Physical files stored in locked designated areas
- Access restricted to authorized personnel only
- Confidential records handled with strict care
- Data privacy controls including access protection
- Disaster recovery plan maintained
Retention and Governance
Archived documents are retained for a minimum of 10 years unless legal requirements specify otherwise. The HOD HR/Administration oversees adherence, while department heads and staff remain responsible for accurate record creation and maintenance.
Retrieval requires a written request to HOD HR/Administration. This policy is reviewed annually for legal, operational, and compliance updates.
Appendix: Archiving Responsibility Matrix
| Category | Documents | Archive Location | Responsibility | Approved Access |
|---|---|---|---|---|
| Human Resources | Employee files, contracts, job descriptions, salary records, performance evaluations, leave records, disciplinary actions. | HOD HR/Admin Office | HOD HR/Admin | Managing Director, Depot Manager |
| Accounts | Financial statements, invoices, receipts, tax returns, payroll records, expense reports. | Accounts Office, Archive Room 1 and 2 | Accountant | Managing Director, Depot Manager |
| Operations | Procurement documents, inventory records, maintenance logs, quality control reports. | HOD HR/Admin Office Archive Room | HOD HR/Admin | Managing Director, Depot Manager, HOD HR/Admin |
| Legal and Compliance | Contracts, legal correspondence, permits, licenses, insurance policies. | HOD HR/Admin Office Archive Room | HOD HR/Admin | Managing Director, Depot Manager, HOD HR/Admin |
| Company Policies | Internal policies, procedures, guidelines, rules and regulations. | HOD HR/Admin Office Archive Room | HOD HR/Admin | Managing Director, Depot Manager, HOD HR/Admin |