IssueNo 2PAC Records Management Procedure PAC-EXEC-015

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PAC RECORDS MANAGEMENT PROCEDURE

Issue No 1

Prepared by: PAC SecretariatDate: January 2012

Endorsed by PAC Executive CommitteeDate: 20 January, 2012

Endorsed by PAC PlenaryDate: 10 April, 2012

Issue Date: 10 April, 2012Application Date: Immediate

Issue No 2

Prepared by: PAC Chair and PAC SecretariatDate: July 2013

Endorsed by PAC Executive CommitteeDate: July 2013

Endorsed by PAC PlenaryDate: 12 August 2013

Issue Date: 17 September 2013Application Date: Immediate

PAC-EXEC-015Date of Issue: 17 September 2013Application Date: Immediate

IssueNo 2PAC Records Management Procedure PAC-EXEC-015

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TABLE OF CONTENTS

1PURPOSE

2SCOPE

3REFERENCES

4DEFINITIONS

5RECORDS IDENTIFICATION AND COLLECTION

6RECORDS ACCESS, FILING AND STORAGE

7MAINTENANCE AND DISPOSAL

8PEER EVALUATION RECORDS

ANNEX

1.LIST OF RECORDS MAINTAINED AT PAC SECRETARIAT5

1PURPOSE

1.1The purpose of this procedure is to define the general requirements for PAC records management.

2SCOPE

2.1This procedure applies to all paper and electronic recordsmaintained by the PAC Secretariat. It does not cover document control procedures which are outlined in PAC-EXEC-003.

3REFERENCES

PAC-SECR-001 - List of PAC Controlled Documents

PAC-EXEC-001 – Memorandum of Understanding

PAC-EXEC-003 – PAC Document Control Procedure

PAC-EXEC-006 – PAC Procedure for Confidentiality

PAC-SECR-002 – PAC Style Manual

4DEFINITIONS

4.1Record. A paper or electronic notation designed to record facts,data, actions and/or decisions made by PAC. These include:

Completed forms as listed in PAC-SECR-001;

Committee working papers, meeting minutes and resolutions, including Plenary papers;

Promotion and publicity documents such as newsletters and reports to other bodies; and

Peer evaluation documentation and reports.

5RECORDS IDENTIFICATION AND COLLECTION

5.1All records shall be collected in a manner that ensures legibility and preservation for future reference.

5.2Identification of records in the PAC database, shall facilitate their efficient and effective retrieval / replacement.

6RECORDS ACCESS, FILING AND STORAGE

6.1All persons having access to MLA records shall be subject to PAC-EXEC-006 prior to access being granted.

6.2Other individuals (such as Regional MLA members) requesting access to records or other information shall also be subject to the PAC-EXEC-006 prior to access being granted.

6.3No original records shall be removed from the Secretariat. Appropriate instructions regarding disposal shall be included with the distribution of confidential or commercial in confidence documents.

6.4All records must be secured against loss, as a minimum in a lockable area. Electronic records must be backed up on a weekly basis and stored in a separate location, physically removed from where the parent data is stored.

7MAINTENANCE AND DISPOSAL

7.1The PAC Secretariat shall ensure records are maintained effectively.

7.2The PAC Secretariat may dispose of records that have exceeded their retention period. The method of disposal is at the discretion of the PAC Secretariat, however the chosen method must ensure that records are obliterated and cannot be reconstituted.

8PEER EVALUATION RECORDS

8.1The PAC Secretariat shall maintain a master list of the peer evaluation records required to demonstrate compliance with PAC MLA requirements. This master list shall be maintained in the Annex of this document (List of Records Maintained at PAC Secretariat).

8.2The master list shall also include the minimum retention periods for each set of records.

8.3The PAC Secretariat shall maintain a complete set of peer evaluation records for the current peer evaluationcycle. Where relevant, these records shall also include the immediately precedingfull evaluation reportand any subsequent scope extensions reports and associated MLA Group records.

8.4Records pertaining to the steps in the evaluation process shall be noted in the PAC database, including date and type of record and, if applicable, brief description.

PAC-EXEC-015Date of Issue: 17 September 2013Application Date: Immediate

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LIST OF RECORDS MAINTAINED AT PAC SECRETARIAT

Name of the record / Reference / Record Type / Retention period
List of PAC Controlled Documents / PAC-SECR-001 / Soft copy / website / Current
Application to join the PAC MoU / PAC-EFORM-001 / Hard copy / soft copy / Permanent
MoU membership application summary / PAC-EFORM-002 / Soft copy / 5 years
Signed MoU sheet / Hard copy / soft copy / Permanent
Confidentiality statements / PAC-EXEC-006 / Hard copy / soft copy / 5 years after retirement of signatory from PAC activities
Application to join the PAC MLA / PAC-MFORM-002 / Hard copy / soft copy / Permanent
PAC MLA Application Checklist / PAC-MFORM-001 / Hard copy / soft copy / At least one full evaluation cycle.
PAC Peer Evaluation Records / PAC-MFORM-005(for ISO/IEC 17011:2004) or ILAC/IAF F1.1 A3/2018 (for ISO/IEC 17011:2017) / Hard copy / soft copy / At least one full evaluation cycle
Previous PAC peer evaluation reports / The immediately precedingfull evaluation report and any subsequent scope extension reports and associated MLA Group records / Hard copy / soft copy / At least one full evaluation cycle
Signed MLA sheet / Hard copy / Permanent
MLA signatories list / PAC-EXEC-009 / Soft copy / website / Current
Complaints Register / Soft copy / 5years
Peer Evaluator (PE) resumes / Hard copy / soft copy / 5 years after retirement of PE from PAC activities
PE Workshop – Evaluation of participants / Hard copy / soft copy / 5 years after retirement of participant from PAC activities
PE Evaluation of Trainee, TM and Tl / Soft copy / 5 years after retirement of PE from PAC activities
Members of EC / Soft copy / Current
Members of MLAMC / Soft copy / Current
Members of the TC / Soft copy / Current
Members of CBC / Soft copy / Current
Members of CMC / Soft copy / Current
Name of the record / Reference / Record Type / Retention period
Internal audit reports, NCs, follow-up / Soft copy / 5years
PAC Executive Committee Meeting Minutes / Soft copy / Permanent
PAC MLAMC Meeting Minutes / Soft copy / Permanent
PAC Plenary - Minutes of all meetings / Soft copy / Permanent
Minutes of all other PAC meetings / Soft copy / 5 years
General correspondence with members / Soft, email / 1 year
Other general correspondence / Soft, email / 1 year

PAC-EXEC-015Date of Issue: 17 September 2013Application Date: Immediate