[Company Name]

[Company Group, Division, Location]

Document Title: Document Retention, Storage, & Disposition

Document Number: [Document Number]
Document Filename: [Document Filename]

CONTROLLED COPY/ MASTER COPY

STAMP HERE

OTHER
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Revision Revision DCO/ECO Revision

Level Date Number Description of Revision Author
DRAFT DD/MM/Y YY-00000 Draft Author Name
Y
1.00 DD/MM/Y YY-00000 Initial Release Author Name
Y

COMPANY PROPRIETARY AND CONFIDENTIAL

[Company Name] Document Retention, Storage, & Disposition
[Company Group, Division, Location] [Document Number]
Rev x.xx DD/MM/YY

Table of Contents

1.0 Purpose..........................................................................................................................................................2

2.0 Scope.............................................................................................................................................................2

3.0 Definition Of Terms......................................................................................................................................2

3.1 Record................................................................................................................................................2
3.2 Retention Period.................................................................................................................................2
3.3 (company name) Archival Site..........................................................................................................2
3.4 Archived Records Library..................................................................................................................2
3.5 Disposition.........................................................................................................................................2
3.6 Quality Record...................................................................................................................................2

4.0 References.....................................................................................................................................................2

5.0 Responsibilities and Requirements...............................................................................................................2

5.1 Administration...................................................................................................................................2
5.2 Department Manager.........................................................................................................................2
5.3 Department Responsibility.................................................................................................................3

6.0 Procedure......................................................................................................................................................3
6.1 General Requirements........................................................................................................................3
6.2 Record Storage...................................................................................................................................3
6.3 Quality Records..................................................................................................................................3
6.4 Record Retention Schedule................................................................................................................3
6.5 (Company Name) Archival Site Record Storage and Disposition....................................................3
6.5.1 Packaging and Identification of Records............................................................................3
6.5.2 Requesting Archival Storage of Records.............................................................................3
6.5.3 Department Manager's Verification and Approval..............................................................3
6.5.4 Indexing of Archived Records.............................................................................................3
6.5.5 Shipment of Records............................................................................................................4
6.5.6 Archived Record Disposition..............................................................................................4
6.5.7 Record Accessibility.............................................................................................................4
6.5.8 Storage Accessibility and Safekeeping................................................................................4
6.5.9 Inspection and Audit............................................................................................................4

[Document Filename] COMPANY PROPRIETARY AND CONFIDENTIAL Page 1 of 4

[Company Name] Document Retention, Storage, & Disposition
[Company Group, Division, Location] [Document Number]
Rev x.xx DD/MM/YY

1.0 Purpose
The purpose of this document is to provide a procedure for the retention, storage and disposition of
(company name) records.

2.0 Scope
This document applies to the storage and retention periods for all records of (company name) facilities.

3.0 Definition Of Terms

3.1 Record
Paper documentation or electronic media containing information or data pertaining to the
company's business, history, employees, products, and other matters.

3.2 Retention Period

Designated length of time in which company records are to be kept accessible.

3.3 (company name) Archival Site

Designated location determined by the Chief Executive Officer for off-site storage of records.

3.4 Archived Records Library

An indexed listing of all archived records specifying carton number, type of records in numbered
carton, department and employee requesting archival, specific listing of records in numbered
carton by chronological, alpha, or numerical sequence, and date of archival.

3.5 Disposition
A process in which a body of records are disposed or used.

3.6 Quality Record

Records that demonstrate conformance to required and adequate operation of the Quality System.

4.0 References
Data Backup Procedures
Quality Records
Archival Records Requisition Form
Archived Records Disposition Notice

5.0 Responsibilities and Requirements

5.1 Administration
Administration will provide each department with the appropriate filing/storage system to
maintain the department's records off-site. Administration is responsible for the coordination of
off-site storage and disposition of off-site records. Administration will maintain the off-site
archived records library.

5.2 Department Manager

The Department Manager will determine the manner of indexing, storage system and person
responsible for maintaining the records in a manner to minimize deterioration and loss. The
department manager is responsible for verifying accuracy of requests for off-site archival and
disposition and for the approval of such requests prior to the submittal to the Administration
Department for off-site storage.

[Document Filename] COMPANY PROPRIETARY AND CONFIDENTIAL Page 2 of 4

[Company Name] Document Retention, Storage, & Disposition
[Company Group, Division, Location] [Document Number]
Rev x.xx DD/MM/YY

5.3 Department Responsibility

Each department member is responsible for the retention of records they generate and the
individuals assigned by the department manager will maintain the records in a manner to
minimize deterioration and loss. To request off-site storage of records, the department making the
request is responsible for labeling and packaging records into numbered record storage cartons
and submitting an "Archival Records Requisition" request to the Administration Department.
The "Archival Records Requisition" is also used to obtain access to off-site archived records from
the offsite storage. The department manager must approve all requests.

6.0 Procedure

6.1 General Requirements

All company records shall be retained at (company name) facilities or the archival storage off-site
in accordance with this procedure. The records shall be reasonably accessible to the responsible
officials of (company name)

6.2 Record Storage

All records shall be in legible condition and stored in appropriate filing facilities to minimize
deterioration and loss. Records stored by electronic systems shall be backed up on a regular basis
in accordance with Data Back-up procedures.

6.3 Quality Records

Quality Records and their retention periods are specified in the Quality Records document.

6.4 Record Retention Schedule

6.5 (Company Name) Archival Site Record Storage and Disposition

6.5.1 Packaging and Identification of Records

The department requesting records to be stored at the (company name) archival site
must package records in storage cartons and identify each carton with a number which
will be assigned by Administration.

6.5.2 Requesting Archival Storage of Records

An Archival Records Requisition form approved by the department manager must be
submitted to Administration.

6.5.3 Department Manager's Verification and Approval

The department manager must verify the request for completion of information and
accuracy of record requests and must approve all requests prior to submittal to the
Administration Department.

6.5.4 Indexing of Archived Records

Administration will index all records processed for archival storage from the
information contained in the request and will maintain an Archived Records Library.
Annually, Administration will audit archived records to verify accuracy of the Archived
Records Library and to ensure the integrity of the archived records.

6.5.5 Shipment of Records

Administration will coordinate the movement of records to be archived and will act as
liaison with the storage provider.

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[Company Name] Document Retention, Storage, & Disposition
[Company Group, Division, Location] [Document Number]
Rev x.xx DD/MM/YY

6.5.6 Archived Record Disposition

Disposition of archived records will systematically be coordinated by the Administration
Department in accordance with information on the Archival Records Requisition form.
Prior to disposition, the department manager will be notified. The department manager
must return the notice to Administration to approve the disposition of records or
designate a specific extended retention period.

6.5.7 Record Accessibility

To obtain access to archived records the person making the request will complete the
"Archival Records Requisition," checking the appropriate box (Request temporary
removal). The request must be approved by the department manager and submitted to
Administration. Administration will coordinate record retrieval with the storage
provider.

6.5.8 Storage Accessibility and Safekeeping

All archived records will be stored with a provider that will protect the integrity of the
records and ensure protection of unauthorized access. The storage area will be kept in a
manner to minimize deterioration and loss of records.

6.5.9 Inspection and Audit

Annually, Administration will audit the archival record storage areas to verify the safety
and integrity of the records.

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