Document Code: SayProP204
Approved By: SayPro Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]
1. Overview
The SayPro Human Capital (HC) Filing Management Policy establishes standardized procedures for the creation, storage, maintenance, retrieval, and disposal of all Human Capital records. This policy ensures data security, efficiency, and regulatory compliance while maintaining organized and accessible filing systems.
2. Objectives
- To ensure proper storage and classification of Human Capital documents.
- To promote efficient record retrieval and management.
- To maintain data security and confidentiality in compliance with legal standards.
- To establish retention periods and disposal methods for outdated documents.
3. Scope
This policy applies to:
- All SayPro Human Capital (HC) documents, including physical and digital records.
- HC members, officers, and executives responsible for document management.
- Confidential personnel records, contracts, payroll files, recruitment documents, and employee communications.
4. Types of Human Capital Records Managed
| Record Type | Examples | Retention Period |
|---|---|---|
| Recruitment Records | Resumes, Interview Reports, Offer Letters | 3 Years |
| Employee Records | Contracts, Performance Reviews, ID Copies | Duration of Employment + 5 Years |
| Payroll & Compensation | Payslips, Tax Forms, Benefits Records | 7 Years |
| Training & Development | Certifications, Training Attendance | 5 Years |
| Leave & Attendance | Leave Applications, Schedules | 3 Years |
| Disciplinary Records | Warnings, Investigation Reports | 5 Years |
| Termination & Resignation | Exit Interviews, Final Settlements | 5 Years |
5. Filing System Classification
5.1. Physical Filing System
- Files are stored in secured cabinets with restricted access.
- Labeling and indexing follow the SayPro HC Filing Code System (SHC-FCS).
- Confidential files are kept in lockable compartments, accessible only to authorized officers.
5.2. Digital Filing System
- Documents are stored in SayPro Cloud-Based Filing System (SCFS).
- Access is role-based, with encrypted protections.
- A backup of files is maintained in secure data centers.
6. Filing Procedures
6.1. Document Creation & Submission
- HC members must submit documents in prescribed formats (PDF, Word, or hard copies).
- Each document must be clearly labeled with the SayPro HC Filing Code.
- Physical documents are submitted to SayPro Filing Officers, while digital documents are uploaded to SCFS.
6.2. Storage & Organization
- Documents are stored chronologically and categorized by department.
- HR records follow structured folders with defined access controls.
- Confidential documents require dual authorization for access.
6.3. Retrieval & Access Control
- Only authorized officers may request document retrieval.
- A Filing Access Request Form (SayProF204-01) must be completed before file access is granted.
- Retrievals are logged in the SayPro Filing Access Log (SFAL).
6.4. Record Retention & Disposal
- Records are retained based on the SayPro HC Retention Schedule.
- Expired documents are securely shredded (physical) or permanently deleted (digital).
- A Record Disposal Form (SayProF204-02) must be submitted for authorization.
7. Compliance & Security Measures
- All filing activities comply with data protection laws and SayPro confidentiality policies.
- Regular audits and inspections ensure adherence to filing guidelines.
- Unauthorized access or mishandling of files may result in disciplinary action.
8. SayPro Filing Management Templates & Forms
- SayPro HC Filing Code System (SHC-FCS) Template
- Filing Access Request Form (SayProF204-01)
- Record Disposal Form (SayProF204-02)
- Digital Filing Storage Guidelines (SayProF204-03)
Approved By:
Neftaly Malatjie
Chief Executive Officer
