Documents and Records Management Policy

Southern Africa Youth Project manages all documents and records that relate to requirements of the Southern Africa Youth Project. Quality Management System including, but not limited to, the following:

  • Beneficiary records
  • Staff records and Management System Records
  • Department of Education records
  • ETQA records and SETA records
  • Registered letters and General Correspondence
  • Document and Record Management activities ensure the following:
  • Appropriate documents are reviewed and approved by authorised personnel before issue and use.
  • Pertinent issues of appropriate documents are available at all locations where they are required.
  • Obsolete documents are promptly removed from all points of issue or use.
  • Changes made to documents are identified and that all changes are approved by authorised personnel before being implemented.
  • Records are maintained to demonstrate the efficient running of the organisation and the effective operation of the Quality Management System.
  • All records are legible and readily retrievable and kept preventing loss or deterioration.
  • Retention times for achieving records be established and no records be destroyed without prior approval of authorised personnel.
  • Control of records includes identification, collection, indexing, access, storage, maintenance, and disposition.
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