Records Management Policy and Procedure

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Policy
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Policy #

Lexis Training acknowledges as part of it business quality process and Data Provision Requirement 2012 responsibility it is obligation to maintain accurate, current and relevant records and reporting systems. This policy applies to any record in any format, created, received or maintained by LTTC staff, in the course of carrying out a LT business or training related function or activity. Records and systems are covered under LT Privacy/confidentiality Policy.

All LT staff are obliged to create and maintain records which adequately document the business or training activities in which they take part. This can extend to creating documents which record decisions and commitments, incoming and outgoing mail, correspondence with students, including telephone conversations, and decisions made, and discussions had at meetings.

LT ensures that all student records are stored and maintained in an accurate and timely manner and are comprehensive of their training activity and interaction with LT to date. All records are created, managed and maintained systematically and all updates or changes will be recorded.

In adherence with the ASQA General Directions: Retention requirements for completed student assessment items LT securely retains all students records, including assessment items, in a manner that safeguards them against unauthorised access, fire, flood, termites or any other pests. LT also ensures that copies of records can be produced if the originals are destroyed or inaccessible.

All completed participant assessment items are retained securely in hard copy format for a period of six (6) months from the date the judgement of competence was made. After this period, completed assessment competency records will be stored in electronic format.

LT retains student records of attainment of units of competency and qualifications for a period of thirty (30) years, in accordance with the relevant standards outlined the Standards for Registered Training Organisations (RTOs) 2015. These records are kept in an accessible format via electronic files and the Student Management System. In the event that LT ceases its operations, it will forward digital copies of the appropriate records and information within thirty (30) days of its cessation or registration expiration to ASQA.