Standard ProcedureDoc. No.:PL553-005TITLE:Policy for Records Management ComplianceRevision:FCO No.:NP-00004141.PURPOSE1.1This Records Management (RM) Policy specifies requirements for the management,retention and disposition of records and information in all formats and all mediumincluding electronic information, in compliance with data integrity practices.TheRM Policy defines the requirements in accordance with regulatory, legal andbusiness requirements. A systematic approach is essential for managing records toprovide the capability for accurate and timely retrieval, protection against loss ordeterioration, and preservation for integrity and authenticity while also supportingbusiness functions and activities for as long as they are required.Additionally, thedocument provides for the treatment of patient data, whether explicitly collectedor inadvertently collected through the course of business.2.SCOPE2.1This procedure applies to all ASP employees.2.2All sites identified in ASP Quality Manual are in scope of this procedure.3.PROCESSOWNER3.1Records Management4.RESPONSIBILITIESRoleResponsibilityRecords ManagementDeveloping records management program and complianceprogram to ensure that records retention schedule, vitalrecords protection, annual reviews, compliance auditing,training and education, and litigation support areimplemented.Maintainingandupdatingrecordsmanagementprocedures.Assumes responsibility for orphaned files, transferringpaper records into office files and electronic records intouser account(s).Records CoordinatorsAssisting in ensuring the following:Compliance with approved retention schedules.Office-of-record documents are properly maintained.Documents are properly processed for active/inactivestorage.Appropriate documents are submitted for vital recordsprotection.Reviewing departmental records prior to destruction.All ASP Employeesand ContractorsUnderstandingobligationsregardingproprietaryinformation management and protection, complying will allrecords management programs and policies, andreviewing files at least once a year to ensure complianceto the program.Creating electronic records, most commonly but notlimited to Desktop applications, must also ensure thatT-05087 Rev. KPage 1 of 9
Standard ProcedureDoc. No.:PL553-005TITLE:Policy for Records Management ComplianceRevision:FCO No.:NP-0000414RoleResponsibilitytheir electronic records are organized in a manner thatthey are easily identified for archiving when inactive,destroying when obsolete, and placing a hold whenrequired.DepartmentManagementReviewing electronic records for employees leaving theCompanyEnsuring vital records are protected by microfilm or otherforms of duplication.