{"id":410,"date":"2022-06-03T01:57:51","date_gmt":"2022-06-03T01:57:51","guid":{"rendered":"https:\/\/peer.com.au\/peerconstruction\/?page_id=410"},"modified":"2022-07-01T03:36:35","modified_gmt":"2022-07-01T03:36:35","slug":"information-and-records-management-policy","status":"publish","type":"page","link":"https:\/\/peer.com.au\/peerconstruction\/information-and-records-management-policy\/","title":{"rendered":"Information and records management policy"},"content":{"rendered":"

[et_pb_section fb_built=”1″ admin_label=”intro background” _builder_version=”4.17.4″ _module_preset=”default” background_color=”#1E1E1E” global_colors_info=”{}”][et_pb_row column_structure=”1_2,1_2″ admin_label=”Title banner” _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_column type=”1_2″ _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_text admin_label=”Title” _builder_version=”4.17.4″ _module_preset=”default” text_font=”Raleway||||||||” text_text_color=”#1E1E1E” header_font=”Raleway|600|||||||” header_text_color=”#FAA61A” header_font_size=”45px” global_colors_info=”{}”]<\/p>\n

Information and records management policy<\/h1>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_2″ _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_text _builder_version=”4.17.4″ _module_preset=”default” text_font=”Raleway||||||||” text_text_color=”#FFFFFF” text_font_size=”20px” custom_padding=”||0px|||” global_colors_info=”{}”]Having goods records management allows businesses to optimise their operations and protect the privacy of clients and their intellectual property.[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_row column_structure=”3_4,1_4″ _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_column type=”3_4″ _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_text admin_label=”Purpose and scope” _builder_version=”4.17.4″ _module_preset=”default” custom_padding=”||0px|||” global_colors_info=”{}”]<\/p>\n

Purpose<\/h2>\n

The purpose of this policy is to provide guidance and direction on the management of information and records throughout the information lifecycle.
\n <\/p>\n

Scope<\/h2>\n

This policy applies to all PEER Construction information and records, in all formats. [\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_search _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][\/et_pb_search][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.17.4″ _module_preset=”default” background_color=”#F5F5F5″ global_colors_info=”{}”][et_pb_row _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_text admin_label=”H2 text to accordion grey backgorund” _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

Requirements<\/h2>\n

Information governance requires that, information management activities are provided through annual Information Management Action Plans and are overseen by management.<\/p>\n

Everyone plays a different role in records management. Assigning responsibilities for information asset management ensures the information asset is appropriately identified and managed throughout its lifecycle and is accessible to appropriate stakeholders. <\/p>\n

Be aware of your roles and responsibilities.<\/p>\n

The following are requirements of the policy.[\/et_pb_text][et_pb_accordion admin_label=”Accordion grey background” _builder_version=”4.17.4″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” sticky_enabled=”0″][et_pb_accordion_item title=”Information and records management” open=”off” _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}”]Employees must capture all information and records that provide reliable and accurate evidence of business decisions and actions. PEER Construction retains and disposes of information and records in accordance with the Corporations Act 2011 and the Income Tax Assessment Act 1997.<\/p>\n

All records must be captured in an approved records management system. These approved systems will appropriately support information and records management processes, and be secure from unauthorised access, damage, and misuse. Records must not be maintained in email folders, shared drives, personal drives, or external storage media.<\/p>\n

To ensure PEER Construction employees have access to the right information at the right time, regardless of location, all records stored in the Digital File Management System (DFMS) must be captured digitally.<\/p>\n

It is not necessary to attach paper copies of born-digital records to official folders.<\/p>\n

Add digitised copies of born-physical records and attach the physical record to the official folder.<\/p>\n

Employees should not dispose of records by either destruction, deletion, transfer, sale or donation, without prior approval from Information Management Services.<\/p>\n

Records determined to be of historical or cultural significance to PEER Construction can be retained for longer than the minimum period required. This includes records contributing to the knowledge and understanding of aspects of PEER Construction history, culture, environment, and people.[\/et_pb_accordion_item][et_pb_accordion_item title=”Information accessibility” _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}” open=”off”]PEER Construction takes an open approach to information access encouraging a culture of information sharing to ensure organisational effectiveness. <\/p>\n

Where required by legislative and business requirements, access restrictions are applied to protect individual employees or client privacy; sensitive
\nmaterial; and records requiring restricted access.<\/p>\n

Ownership of information, and records created or received during the course of business is vested in PEER Construction, unless otherwise agreed.[\/et_pb_accordion_item][et_pb_accordion_item title=”Information privacy” _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}” open=”off”]<\/p>\n

PEER Construction collects and uses personal information about its employees, management, apprentices, subcontractors, and others to operate effectively. Personal information held by PEER Construction is collected and managed in a responsible, secure manner, in compliance with the<\/p>\n

Information Privacy Principles outlined in the Information Privacy Act 1988.<\/p>\n

Access to personal information within PEER Construction is restricted to authorised employees with business process requirement.<\/p>\n

Under the Information Privacy Act 1988, a person has the right to access PEER Construction documents that contain the person\u2019s personal information. A person also has the right to amend, if inaccurate, incomplete, out of date or misleading, documents relating to their personal information.<\/p>\n

PEER Construction will release requested documents to an applicant unless it is considered contrary to the public interest to do so, the documents are considered exempt under the Act, or documents are unable to be located.<\/p>\n

[\/et_pb_accordion_item][et_pb_accordion_item title=”Information security” _builder_version=”4.17.4″ _module_preset=”default” global_colors_info=”{}” open=”off”]<\/p>\n

PEER Construction demonstrates a commitment to maintaining a robust information security environment.<\/p>\n

Public audience<\/strong><\/p>\n

Information intended for:<\/p>\n