Purpose
The purpose of this Records and Documentation Policy is to ensure that all documents and records at Oil Analysis Laboratories are managed in a systematic, logical, and accessible manner. This policy supports the reliability, integrity, and traceability of our work, contributing to our overall quality and compliance objectives.
Scope
This policy applies to all records and documents created, received, maintained, and disposed of by Oil Analysis Laboratories.
Responsibilities
All employees and contractors are responsible for adhering to this policy when creating, handling, or disposing of records and documents. Managers and supervisors have additional responsibilities for ensuring the proper management and preservation of records and documents within their areas of responsibility.
Electronic Records and Documents
- All records and documents are maintained in electronic format to improve accessibility, reduce physical storage needs, and support environmental sustainability.
- Electronic records are stored securely to protect their integrity, confidentiality, and availability. Regular backups are performed to prevent data loss.
Document Creation and Approval
- All documents are created and approved following a standardized process to ensure their accuracy and relevance.
- Approved documents are published either on OilAnalysisLab.com for public access or on our private Quality Management System server for internal access for documents that may contain proprietary or commercially sensitive information.
Record Maintenance
- Records are maintained in a way that ensures their accuracy, integrity, and confidentiality.
- Access to records is controlled to prevent unauthorised access, alteration, or loss.
Document and Record Retention
- Records and documents are retained for a period defined by our retention schedule, which takes into account legal, regulatory, and operational requirements.
- At the end of their retention period, records and documents are disposed of securely to protect confidentiality.
Training and Compliance
- All employees will receive training on this policy and our records and document management practices.
- Compliance with this policy will be monitored, and non-compliance will be addressed promptly.