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File Retention and Traceability - CSEC EDPM

The document discusses file retention and traceability policies for organizations. It recommends that organizations classify files as active or inactive, develop a file retention policy with systematic methods for outdated files, and specify legal retention periods. It also identifies permanent records that should not be discarded like registration documents and contracts. The document describes archiving inactive files to storage and maintaining traceability through numbered file versions. It defines metadata as data stored on documents like creation dates and explains how to view a document's metadata.

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North Ruimveldt Secondary School
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268 views11 pages

File Retention and Traceability - CSEC EDPM

The document discusses file retention and traceability policies for organizations. It recommends that organizations classify files as active or inactive, develop a file retention policy with systematic methods for outdated files, and specify legal retention periods. It also identifies permanent records that should not be discarded like registration documents and contracts. The document describes archiving inactive files to storage and maintaining traceability through numbered file versions. It defines metadata as data stored on documents like creation dates and explains how to view a document's metadata.

Uploaded by

North Ruimveldt Secondary School
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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FILE RETENTION AND

TRACEABILITY
FILE RETENTION
Organizations maintain a vast number
of records for administrative, legal,
financial and historical purposes. Files
that are useful for the organization's
current operations are termed active
and must be kept in an easy accessible
location. Records that are no longer
useful for performing current activities
are termed inactive.
FILE RETENTION POLICY
It is beneficial for an organization to
have a retention system with a
systematic method for dealing with
outdated files. Benefits include
 it is easy to retrieve useful records
It saves space and prevents
overcrowding
It efficiently utilizes equipment and
computer storage space
RETENTION PERIOD
This period is usually specified by
law how long businesses and
organizations can retain or keep
confidential records. Business
letters must be retained for
three(3) years and financial
records kept for a minimum of
seven (7) years
PERMANENT RECORDS
This type of record should not be
discarded by any company( must be
retained permanently). Records to be
retained include
Company registration documents
Contracts
Annual financial statements
Flyers ( temporarily retained)
ARCHIVING
This is the process of
relocating records from the
active filing area to storage.
Example scanned documents
that are no longer used can
be stored in an archive.
TRECEABILITY
This is the ability to follow the
sequence of changes that are
made to a document. An easy
way to maintain traceability is
to name different versions of
the saved file in numerical
order.
TRECEABILITY
Example
Version 1 of a document can be
named EDPM_SBA1.0.
Version 2: EDPM_SBA2.0
Version 3: EDPM_SBA3.0
And so on…
METADATA
Refers to data that is stored on
documents, such as date
created, date modified, date
accessed, owner and access
privileges( read only or
password protected).
METADATA
To view a document’s metadata
Right click on the document’s
icon
Click on the Properties
option
Click the General tab
METADATA

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