Review
- This Document Management Policy outlines the principles and procedures for creating, handling, storing, accessing, and disposing of documents within Metaggio. It aims to ensure that all documents are managed efficiently, securely, and in compliance with all applicable laws and regulations.
Scope
- This policy applies to all employees, contractors, and third-party service providers of Metaggio. It covers all types of documents, including but not limited to, electronic documents, paper records, emails, and contractual documents.
Policy Objectives
- To maintain the integrity and confidentiality of corporate documents.
- To maintain the integrity and confidentiality of corporate documents.
- To comply with legal, regulatory, and internal requirements.
- To minimize risks associated with document mismanagement.
Document Creation and Approval
- All documents must be created following Metaggio's standard templates and formats where applicable.
- Documents should be reviewed and approved by the designated authority before distribution or publication.
Document Storage and Security
- Electronic documents must be stored in [specify document management system/software], ensuring appropriate access controls are in place.
- Physical documents should be stored in secure, designated areas with limited access.
- Sensitive documents must be encrypted and stored securely to prevent unauthorized access.
Document Access and Distribution
- Access to documents is restricted based on job roles and responsibilities. Employees must request access from their managers for documents outside their designated access level.
- Documents containing confidential or sensitive information must only be distributed to parties with a need to know.
Retention and Disposal
- Documents must be retained for the period specified by Metaggio's retention schedule, which complies with legal and regulatory requirements.
- Documents that have met their required retention period should be disposed of securely to ensure confidential information is not compromised. Electronic documents must be permanently deleted, and physical documents should be shredded or incinerated.
Compliance and Monitoring
- Compliance with this policy is mandatory for all employees and contractors. Failure to comply may result in disciplinary action.
- Regular audits will be conducted to ensure compliance with the document management policy.
Training
- All new employees will receive training on this policy as part of their induction process.
- Ongoing training will be provided to ensure all employees are aware of their responsibilities under this policy.
Policy Review
- This policy will be reviewed annually or more frequently if significant changes occur in legal or regulatory requirements.
- Amendments to the policy will be communicated to all relevant parties promptly.