Policy Consultation and review

This policy is under review and is seeking your consultation.  Please read and review the document and provide comments at the bottom.  Your comments will be acknowledged by the Policy committee and will be taken into review for any further changes.

Policy Name:  Archiving Policy

Policy Number:   6.F.1

Effective From:  12 April 2018

 

  • AIM
    To establish a framework for the management of FLINTWOOD data and records. This policy provides guidelines and advice for FLINTWOOD employees regarding the creation, use and storage of hard and soft copy organisational information. It sets standards for the classifying, managing and storage of these records. Employees will ensure they treat electronic documents and archiving in the same manner as paper documents. Employees must understand that both hard and soft copies are bound by the same legislative and organisational protocols. All data is subject to varying degrees of privacy responsibility & confidentiality.

     

  • SCOPE
    This policy applies to all FLINTWOOD employees and to all areas of the organisation. Some areas within FLINTWOOD may store and maintain organisational records under separate guidelines due to the nature of business and the associated legislation and or organisational need. 
  • DEFINITION
    Appraisal: the process of evaluating FLINTWOOD business activities. It determines which records need to be held and for how long they are to be held for in order to satisfy FLINTWOOD legal, business and community needs. Archiving: capturing and storing the whole “corporate memory” of FLINTWOOD

    Archives: FLINTWOOD records that are appraised as having continuing value.

    Business activity: The term used to cover all the functions, processes, activities and transactions of FLINTWOOD and its employees.

    Data: The information, facts or numbers, collected to be viewed, examined or considered. Data can be used to help with decision-making, or information sharing in either hard and or soft copy form.

    Disposal: Identifies a range of processes associated with implementing appraisal decisions. These include the retention, deletion or destruction of records in or from FLINTWOOD record keeping systems.

    Destruction: These records will be destroyed by a method that suits the medium, whether paper or electronic. Methods might include recycling, deleting, or overwriting.

    Evidence: information that tends to prove or support a fact.

    FLINTWOOD Electronic records: records communicated and maintained by means of electronic equipment.

    Hard Copy: A hard copy (or “hardcopy”) is a physical object (paper / disk / cd).

    Information systems: organised collections of FLINTWOOD, software, supplies, policies, procedures and employees who store, process and provide access to information.

    Record keeping: making and maintaining complete, accurate and reliable evidence of FLINTWOOD business transactions in the form of recorded information.

    Record keeping systems: FLINTWOOD information systems that capture, maintain and provide access to records over time.

    Records: records information in any form including data in computer systems, created or retrieved and maintained by FLINTWOOD.

    Soft Copy: Information stored electronically

     

  • POLICY
    FLINTWOOD Disability Services Ltd is committed to ensuring that hard copy and soft copy data is archived in a manner that is efficient and secured.   
  • PROCEDURE
    Personnel files, financial records and Participant files are considered as corporate data, as such they will be maintained and secured within the electronic data base of Flintwood.There is an expectation that all files, documents will be kept electronically within the FLINTWOOD drives.  Sites can retain relevant hard copy data of emergency files.

    When an electronic copy has been stored there is no requirement to keep the hard copy it is to be shredded or placed within a secured bin for disposal.

    FLINTWOOD will ensure there is a secure cloud backup for all documents for a period up to 10 years.  IT will maintain the security and backup systems needed to store the data. Any breaches of the data will be reported immediately, and the process followed as per the Privacy Act 1988 – Notifiable Data Breaches scheme.

    Data will be stored as follows:

    1. Workers compensation records – indefinitely
    2. Financial records – 7 years
    3. Auditor records – indefinitely
    4. Employment records – 7 years
    5. Participants records – 2 years
    6. Participant medical records – 7 years
    7. Incident reports – indefinitely
    8. Insurance claims – indefinitely
    9. Complaints – indefinitely
    10. Legislative requirements – 7 years

     

  • RESPONSIBILITIES
    Each Service Manager holds responsibility for the storage and maintaining of FLINTWOOD archiving at their respective sites in accordance with the organisations policy / procedure. The Administration & Human Resources General Managers will have responsibility to ensure that all corporate files are stored, maintained and archived in accordance with FLINTWOODS policy.

    General Managers (Operations) will have responsibility for the store and manage of their own files and data. General Managers Operations will comply with the requirements set out within policy / procedure and ensure all site Service Managers adhere to policy.

    CEO will ensure all data and file management comply with legislative and organisational requirements.

     

  • CHANGE HISTORY
    Policy review and version tracking
    Approved By Date Approved Date Updated & Version No. Review date
    DRAFT N/A N/A November 2016
    Draft – Jackie 001 March 2018

Changes Required:

Flintwood disability services…your disability does not have to define you.