Delivery or Collection
ASL will ensure prompt and reliable
delivery of records to clients upon request. These
can either be delivered to the client’s premises,
or third parties as specified. A client-authorised
agent can also retrieve the records directly from
ASL premises.
Purging |
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Records that have reached the end of their
retention period and are not archival can be considered
obsolete. Obsolete records should be purged on a regular
basis. Purging serves several purposes:
- reduces the number of files in an
office.
- facilitates the retrieval of information
as there are fewer files to search.
- avoids last minute crash programs
to clean out office or storage areas.
- ensures compliance with records retention
schedules.
ASL will assist the client in determining those records
that would be deemed important to keep, and by so doing
enable the client to purge.
Retention Schedules
Keep records too long and you pay too much
storage, and they become a legal liability. Destroy records
too soon and it can give rise to legal liabilities.
ASL will advise on the legal retention
requirements for different types of records, and will undertake
to keep clients aware of the same. This will serve to ensure
that our clients are not continuing to pay for the storage
of records that they are not legally obliged to maintain.
The decision to destroy any records will be the preserve
of the client, and ASL would require written instructions
to effect the same.
Records Disposal
Disposal means the destruction
of records. On site incineration of redundant records
(as specified by the client) can be done in the presence
of an authorised agent with the provision of a certificate
of incineration, should this form of destruction be
desired. Alternatively, shredders can be used, especially
for records containing confidential or private information.
The shredded records can then be recycled as a means
of disposal. The client must complete the official
records disposal form, submit and receive required
signatures on the same and retain the original for
the official record disposal file. |
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