MRF Name / Logo

MP02 – Control of records

Section Release/Amendment summary Issue Date

All Initial issue 1.0 dd/mm/yy

Approved:

Management Representative

Note: Within this manual template, red italic text should be replaced by MRF specific information and any
guidance in ‘text boxes’ should be implemented.

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1 Purpose

This procedure refers to the records generated and maintained to provide evidence of the effective operation of MRF
Name’s Management System (MS) and associated business processes.

This procedure covers the business, quality and environmental records generated, their retention period, protection,
location and retrieval.

2 Scope

This procedure, which applies to all key business, quality and environmental system records contains the following sections:

4.1 Identification, protection and retrieval

4.2 Process and procedure records
4.3 Disposal of records
4.4 Review of records

5 Related documents

3 Glossary and definitions

MR Management Representative
MRL Master Records List
MS Management System
QEF Quality/Environmental Form

Record - Any document listed on the Master Records List (MRL).

4 Procedure

It is the responsibility of the Management Representative (MR) to ensure the appropriate implementation of this procedure.
All departmental managers also have immediate responsibility for the management of records relating to their activities.

A Master Records List (MRL) is used to identify key business, quality and environmental records. Retention periods take into
account statutory, regulatory and customer requirements.

4.1 Identification, protection and retrieval

The MRL indicates the records being maintained by process, record type, identification, retention period and storage
location.

The records are protected by secure physical location or data back-up (soft copy).

Documents can be retrieved by authorised personnel from the storage locations specified and / or from folders on the
network. Customer records are identified by customer name.
Quality and environmental records are stored in folders or files and are identified and retrieved by type and record number.

Key office computers are backed up daily to tape on a local server. Remote office computers / laptops are backed-up
monthly to suitable magnetic or digital media.

4.2 Process and procedure records

Records are maintained in order to demonstrate that services and products conform to specification and
regulatory/statutory requirements, and that contracts of supply have been duly executed and completed satisfactorily.

Files and folders are maintained that contain records of the activities and functions of the Company that affect the quality
of services or that have an impact on the environment. These records can be accessed by authorised persons; however,
records must not be removed from site without permission from the MR / deputy. All records held are documented on the
MRL.

Records specified as part of a contract will be made available for inspection for a period of time as determined in the
contract.

Electronic media pertaining to the quality and environmental management system is stored in such a way as to prevent
loss, damage or corruption. Electronic back-ups are maintained in accordance with the data back-up process.

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4.3 Disposal of records

On or after the retention period stated, the relevant records will be reviewed by the MR and Process Owner and will either
remain in-situ, be archived or destroyed.

If records are to be destroyed, they will be disposed of in a controlled manner; sensitive hard copies will be shredded and
soft copies will be deleted from the system. If records are to be archived, they will be identified and stored appropriately.

4.4 Review of records

The internal audit process is used to check that records remain legible, identifiable and retrievable.

Quality records will be reviewed either prior to or during the Management Review process to ascertain the MS continuing
suitability, adequacy and effectiveness. The appropriateness of the records maintained and their retention period may also
be reviewed.

5 Related documents

 All controlled MS documents.

 Master Records List.

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Appendix 1 – Control of records summary flow chart

Master records Records generated as

list outputs of key processes

Records filed in defined

locations and maintained
for retention period
specified
Statutory and
regulatory
retention periods

Y
Master records Retention
list period
reached?

N
Records reviewed by MR
and records past their
retention period either
left in-situ, archived or
destroyed
Ongoing legibility,
Audit identification and
schedule retrievability reviewed
through periodic audit

Records and associated

data reviewed prior to /
during management
review

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