“Records must only be taken offsite when absolutely necessary…”

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Records Management – Off‑Site Handling

Purpose

To ensure paper records are protected when removed from our premises.

When Records Can Be Taken Off‑Site

Only when necessary and authorised by a manager.

How Records Must Be Prepared

• Organised and contained

• No personal items mixed

• Stored in sealed, secure containers

Transporting Records

• Keep records under your control

• Do not leave them unattended

• Do not read them in public areas

• Protect them from loss or damage

Storing Records Off‑Site

• Locked drawer, cabinet, or room

• Not accessible to family or visitors

• Separate from personal paperwork

• Returned promptly

Reporting Incidents

Any loss, theft, or unauthorised access must be reported immediately.