Staff records policy

Information is a corporate asset and the records of Direct Medics are important sources of administrative, evidential and historical information. They are vital to the organisation in its current and future operations, for the purposes of accountability, and for an awareness and understanding of its history and procedures.

Scope of the Policy

Records are defined as all those documents, regardless of format, which facilitate the business carried out by Direct Medics and which are thereafter retained to provide evidence of its Recruitment Placements or activities. These records may be created, received or maintained in hard copy or electronically.

Policy Statement

Direct Medics is committed to creating, keeping and managing its records in a manner that accurately documents its activities and that meet its statutory obligations.

The aim of the Policy is to define and provide a framework for managing the Agency’s records and to establish accountabilities to ensure the Company:

Creates and captures authentic and reliable records to demonstrate evidence, accountability and information about its decisions and activities.
Maintains securely and preserves access to those records as long as they are required to support College operations.
Confidentially destroys those records as soon as they are no longer required.
Meets legal record-keeping requirements, including the Data Protection Act 1998 and the Freedom of Information Act 2000.
Identifies and preserves securely those records deemed worthy of permanent preservation.
Conforms with GDPR Legislation.

Implementation

The Policy will be realised by the development of the following:

A retention schedule to regulate how long records are retained by the Agency.
An archive to house those administrative records that need to be retained beyond the immediate operational needs, in a cost-effective manner but from which records can still be retrieved when necessary.
A MDR Quality Management Database that outlines changes made to internal records.
a disposal policy to show the procedures for destroying records so they are disposed of in a consistent manner, by confidential shredding, with documented authorisation.

Staff Guidance

The Quality Team will provide guide notes for Good Practice on the company DataStore. In particular, guidelines will be supplied in the form of:

A retention schedule to show staff how long to keep certain types of records in their care so they are not retained longer than is necessary or destroyed before they should be.
Step by step guidelines to show staff how to archive e-mails.

Responsibilities

All employees will be responsible for creating and maintaining records in relation to their work that are authentic and reliable.