[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"detail-sidebar-cat-1-en-105":3,"doc-seo-163195-105":53,"doc-detail-163195-en":127},{"code":4,"msg":5,"data":6},0,"success",[7,14,19,24,29,34,39,44,49],{"id":8,"doc_module":9,"doc_module_name":10,"category_name":11,"show_sort_weight":12,"slug":13},11,1,"Template","Presentations",90,"presentations",{"id":15,"doc_module":9,"doc_module_name":10,"category_name":16,"show_sort_weight":17,"slug":18},12,"Resumes",80,"resumes",{"id":20,"doc_module":9,"doc_module_name":10,"category_name":21,"show_sort_weight":22,"slug":23},14,"Invoices",70,"invoices",{"id":25,"doc_module":9,"doc_module_name":10,"category_name":26,"show_sort_weight":27,"slug":28},15,"Posters",60,"posters",{"id":30,"doc_module":9,"doc_module_name":10,"category_name":31,"show_sort_weight":32,"slug":33},16,"Social Media",50,"social-media",{"id":35,"doc_module":9,"doc_module_name":10,"category_name":36,"show_sort_weight":37,"slug":38},17,"Forms",40,"forms",{"id":40,"doc_module":9,"doc_module_name":10,"category_name":41,"show_sort_weight":42,"slug":43},18,"Letters",30,"letters",{"id":45,"doc_module":9,"doc_module_name":10,"category_name":46,"show_sort_weight":47,"slug":48},21,"Paper Templates",5,"papers-templates",{"id":50,"doc_module":9,"doc_module_name":10,"category_name":51,"show_sort_weight":4,"slug":52},158,"General","general-158",{"code":4,"msg":54,"data":55},"ok",{"site_id":56,"language":57,"slug":58,"title":59,"keywords":60,"description":61,"schema_data":62,"social_meta":120,"head_meta":122,"extra_data":124,"updated_unix":126},105,"en","record-keeping-policy-template-v61-introduction","Record Keeping Policy - Template v6.1 - Introduction","","Record Keeping Policy template v6.1 sets out how an organisation safeguards all records from creation to disposal, including secure external sharing. It defines the purpose and scope covering service user and staff records in both hardcopy and digital formats, including special categories, and applies to staff, temporary workers, and contractors. The template details record creation, use, access monitoring, retention and disposal, transparency requirements under GDPR, and procedures for GDPR individual rights, including subject access, correction, erasure, restriction, objection, and withdrawal of consent.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/record-keeping-policy-template-v61-introduction/163195/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/record-keeping-policy-template-v61-introduction/163195.png","ImageObject",442,249,{"name":88,"@type":89},"wps_ap_test_251126_0180","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/vnd.openxmlformats-officedocument.wordprocessingml.document","2026-10-01","2026-08-31",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",6,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What records are covered by this Record Keeping Policy template v6.1?","Question",{"text":109,"@type":110},"The policy covers all data the organisation processes in hardcopy or digital form, including special categories of data. It applies to all staff, including temporary staff and contractors.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"How does the policy ensure secure record handling and controlled access?",{"text":114,"@type":110},"Records are stored in locations that are accessible but protected, with their locations documented in the Information Asset Register. Access security and auditing/monitoring procedures are referenced to the Data Security Policy.",{"name":116,"@type":107,"acceptedAnswer":117},"What GDPR-related rights and procedures does the policy outline?",{"text":118,"@type":110},"The template includes procedures for subject access requests, correction, erasure (right to be forgotten), restriction of processing, right to object, and handling withdrawal of consent to share personal data.","https://schema.org",{"og:url":78,"og:type":121,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":123,"canonical":78},"index,follow",{"doc_id":125,"site_id":56},163195,1788139404,{"code":4,"msg":5,"data":128},{"doc_id":125,"user_id":129,"nickname":88,"user_avatar":130,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":131,"file_id":132,"file_url":133,"file_type":134,"file_size":135,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":20,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":126,"read_time":47},8796095027276,"https://avatar.qwps.com/avatar/d3BzX2FwX3Rlc3RfMjUxMTI2XzAxODA=","Record Keeping Policy\nTemplate v6.1\nUpdated September 2023\nIntroduction\nThis Record Keeping Policy is insert organisation name here’s (hereafter referred to as \"us\", \"we\", or \"our\") policy regarding the safekeeping of all records from their creation to disposal – this includes our procedures for sharing information externally.\nPurpose\nThis policy will ensure that both service user & staff records are properly created, accessible and available for use and that they are disposed of in a secure and timely fashion. It provides staff with guidance regarding individual responsibility for accuracy and appropriate storage of records.\nThis Record Keeping Policy covers:\nOur record keeping procedure from creation to disposal;\nTransparency procedures;\nOur retention & disposal procedures;\nOur information handling procedures – including our procedures for safely and legally sharing information externally;\nProcedures for individual making requests about their data (GDPR individual data rights);\nSubject access request procedures;\nRight to erasure (‘Right to be forgotten’) procedures;\nRight to restrict processing procedures;\nRight to object procedures;\nOur procedures when there is a withdrawal of consent to share.\nScope\nThis policy includes in its scope all data which we process either in hardcopy or digital copy, this includes special categories of data.\nThis policy applies to all staff, including temporary staff and contractors.\nRecord keeping procedures – creation and use of records\nWhen we create records, we use standardised structures and layouts for the contents of records.\nAll records are kept in accessible but protected locations. The location of these records is documented in the Information Asset Register (IAR). The security procedures around access to records are detailed in the Data Security Policy.\nThroughout the lifespan of the record we:\nEnsure documentation reflects the continuum of care and is viewable in chronological order;\nProvide a clearly written care plan when care is being delivered by several members of the team, and ensure records are maintained and updated, and shared with those who have a legal basis for seeing the information;\nProvide staff with guidance and training on the creation and use of records and their legal responsibilities to share and safeguard personal confidential information;\nMonitor access to the record. The procedures which detail our auditing and monitoring process are detailed in our Data Security Policy.\nAt any point in the lifespan of the record, the data subject has the right to request access to their data. These subject access procedures are detailed in [9].\nAt any point in the lifespan of the record, the data subject has the right to request that their record is corrected. These procedures are detailed in the Data Quality Policy.\nAt any point in the lifespan of the record, the data subject has the right to request the erasure (‘Right to be forgotten’) of their record. These procedures are outlined in [10].\nRecords are only retained while they are necessary for the purposes for which they were originally collected. We will ensure that all records are retained and destroyed in-line with [6] Retention & Disposal Procedures.\nAt least annually we guarantee that we will audit our record keeping procedures to ensure that they are adequate and continue to keep our records to the highest standards.\nTransparency procedures\nOur privacy notice outlines to people why we hold their data, the lawful basis for doing so, and their rights in terms of how we process their data.\nOur privacy notice is freely available to all individuals whose data we process and is part of our commitment to transparency and accountability. It satisfies the individual’s right to be informed under GDPR.\nThis privacy notice is available insert all the locations where you have your privacy notice here.\nAll service users, or their legal representative if necessary, will be informed of their rights regarding their personal data when ","cbCaiixVvNUBF0NI","https://ap.wps.com/l/cbCaiixVvNUBF0NI","docx",60001,"English","# Record Keeping Policy\n## Purpose\n## Scope\n## Record keeping procedures - creation and use of records\n## Transparency procedures\n## Retention schedule & disposal procedures","[{\"question\":\"What records are covered by this Record Keeping Policy template v6.1?\",\"answer\":\"The policy covers all data the organisation processes in hardcopy or digital form, including special categories of data. It applies to all staff, including temporary staff and contractors.\"},{\"question\":\"How does the policy ensure secure record handling and controlled access?\",\"answer\":\"Records are stored in locations that are accessible but protected, with their locations documented in the Information Asset Register. Access security and auditing/monitoring procedures are referenced to the Data Security Policy.\"},{\"question\":\"What GDPR-related rights and procedures does the policy outline?\",\"answer\":\"The template includes procedures for subject access requests, correction, erasure (right to be forgotten), restriction of processing, right to object, and handling withdrawal of consent to share personal data.\"}]","Record Keeping Policy - Template v6.1 - Introduction | DOCX"]