Records Management

Corporate Services and Admin > Records Management

Authorised by Chief Executive Officer

Issue Date: 29 July 2019

Overview

Records management is the supervision and administration of digital or paper records. Records management activities include the creation, receipt, maintenance, use and disposal of records.

A record is content that documents a policy, procedure, form, business transaction or any information about participants, staff, contractors and volunteers associated with Kyeema.

The purpose of this procedure is to provide for a system and instructions relating to records, for establishing and controlling the following aspects:

• filing

• storage

• retention periods

• archiving

• disposal

This procedure applies to all records kept by Kyeema Support Services Inc.

Kyeema Records

• Operational records are maintained electronically and/or in hard copy in various files. Staff members are responsible for identification, filing, storage, and security of the records.

• Files are clearly marked and stored in designated locations to enable ease of identification and retrieval.

• Where required, archive boxes containing quality records are kept with relevant identification details.

• Some participant information is archived electronically on hard drives in the possession of the CEO.

• Files are disposed of in a manner determined by the relevant senior manager or staff member; this may be by shredding or dumping depending on the nature and sensitivity of the material.

• Electronic data is stored on network directories and backed up automatically each night.

Storage and retention

• The CEO shall ensure that record retention periods are sufficient to cover regulatory requirements such as: Income Tax Assessment Act, Trade Practices Act, product liability regulations, NDIS Quality & Safeguarding, State and Commonwealth requirements etc.

• Managers and Staff are responsible for the records within their control being maintained in accordance with information privacy legislation and Notifiable Data Breaches legislation.

• The following quality procedures detail quality records, with their storage locations and retention periods that are maintained by Kyeema;

Retention times:

Training records	3 years
Supplier information	3 years
CQI Committee Minutes	3 years
Corrective Action Requests	3 years
Financial data	5 years
Participant rostering information	5 years
Participant critical incident records	until participant’s death
Staff general information	5 years
Staff critical incident/accident records	until staff member’s death