Archiving Policy

1. Introduction

This document outlines the Archiving Policy for "AHQAQ," establishing guidelines for the retention, storage, and disposal of records and data associated with the project. This policy aims to ensure compliance with relevant regulations, preserve vital information for future reference, and optimize storage resources.

2. Scope

This policy applies to all records and data generated or collected in the context of the "AHQAQ" project, including:

  • Project documentation (plans, reports, presentations, meeting minutes)
  • Financial records (invoices, budgets, receipts)
  • Operational data (system logs, user activity, performance metrics)
  • Communication records (emails, memos, chat logs)
  • Multimedia files (photos, videos, audio recordings)

3. Record Classification

Records will be classified based on their retention requirements and business value. The following categories are defined:

  • Essential Records: Critical to the ongoing operation or legal compliance of the project. These records must be permanently archived.
  • Important Records: Valuable for future reference or historical purposes. These records should be archived for a specified period, typically 5-10 years.
  • Routine Records: Used for daily operations but with limited long-term value. These records can be archived for a shorter period, typically 1-3 years, before disposal.
  • Transitory Records: Not essential for any legal or business purpose. These records can be deleted promptly after their immediate use.

4. Archiving Procedures

  • Record Identification: Records will be identified and classified at the time of creation or receipt. The classification should be clearly marked on the record itself or in the associated metadata.
  • Storage and Access: Essential and Important records will be archived in a secure and reliable storage system, such as a dedicated archive server or cloud storage solution. Routine and Transitory records can be stored on less stringent systems but should still be protected from unauthorized access or accidental deletion.
  • Backup and Disaster Recovery: Regular backups of archived records will be performed to ensure data redundancy and protection against potential loss. A disaster recovery plan should be in place to restore archived data in case of emergencies.
  • Disposal: Records beyond their retention period can be disposed of securely, following relevant data privacy regulations. Secure deletion methods should be used to prevent unauthorized recovery of sensitive information.

5. Review and Audit

This Archiving Policy will be reviewed and updated periodically to reflect changes in regulations, project requirements, or storage technologies. Regular audits will be conducted to ensure compliance with the policy and the effectiveness of archiving procedures.

6. Responsibilities

  • Project Manager: Overall responsibility for implementing and enforcing this policy.
  • Data Custodian(s): Responsible for the proper classification, storage, and disposal of records.
  • All Project Staff: Required to comply with this policy and cooperate with archiving procedures.