This procedure is to standardize the process for record retention that DyTerra Corporation follows. This revision includes retention information for all types of records kept.
TYPES OF RECORDS
- Distribution Tickets (picking tickets, return transactions, Customer PO’s) – keep for minimum 6 months
- Time Sheets – keep for minimum 1 year
- Service Files (non-Inspections) – 2 years
- Employee Files – 3 years
- Construction Files -
i) Construction Projects - 10 years (anything saved in the Construction job file on the Z: drive should never be deleted – some of this information could be accessed again in 20+ years time.)
ii) Construction Service & Maintenance – 2 years
- Business Info (deposit books, etc.) – 7 years
- Safety – 7 years
i) Serious Injury Reports & MSDS – 10 years
- Inspections – see table 2
FOLDER IDENTIFICATION AND RETENTION
This procedure complies with B620 and Provincial regulation requirements.
Once the Service call has been closed, write the ‘to be destroyed’ date on the top of the file beside your label. If you close something in the last half of the year, treat it as though it is the beginning of the next year. Dec 2016 – destroy in January 2019.
Eg. TBD Jan 2018
The signed, handwritten inspection reports will be kept on file in the service filing cabinet for the first year and then archived for the period specified in table 2. After this time, the information will be considered “obsolete” and such information will be destroyed.
The signed, handwritten inspection reports will be scanned, and saved to the customer file Z:\SERVICE_CONSTRUCTION\JOB LISTS.
Please see file naming convention on the Z:Drive cheat sheet Z:\INTERNAL OPERATIONS\PROCESS AND PROCEDURES\Z DRIVE\ZDrive_CheatSheets.pdf.
20 YEAR RETENTION FILES
Documentation is to be retained for a minimum of 20 years, if it falls within one of the following categories:
The completed reports will be kept on file for the period of 20 years in the 20 year cabinet. After this time, the information will be considered “obsolete” and such information will be destroyed.
The completed reports will be scanned, and sent to the QC department in MB who will then insert into the electronic file and save on the Z: drive.
When supplying New Vessels, the U-1A Manufacturer’s Data Report is to be saved electronically under Z:\LOGISTICS & INVENTORY\U-1As, named by serial number.
U-1A Forms supplied by the customer will also be saved under Z:\LOGISTICS & INVENTORY\U-1As, named by serial number.
The second week of January of every year, the previous year’s job folders are removed from the cabinet and archived in boxes.
Each archived box will contain only one Retention Level. Example: all 6 year retention in one box that does not include other levels.
Each archived box will be labeled with each of the following:
- Retention Level (6 YR)
- Division (LPG)
- Service Year (2012)
- Destroy Date (01/2018)
- All archived boxes are to be stored in a safe place free of damage until Destroy Date has been reached, then box is removed and safely destroyed.
If any discrepancy is found, please contact the QCM.