The purpose of this policy is to:

• Ensure accurate and reliable records are maintained

• Protect personal, confidential, and sensitive information

• Support effective governance, decision-making, and accountability

• Comply with privacy, legal, and contractual obligations

• Reduce risks associated with poor information management

This policy applies to:

• All records created or held by Pageanz Worldwide

• All formats including paper, electronic, digital, audio, visual, and cloud-based records

It applies to:

• Directors and governance members

• Management and staff

• Contractors and consultants

• Volunteers

• Any person creating or accessing records on behalf of Pageanz Worldwide

Record
Any information created, received, or maintained as evidence of Pageanz Worldwide activities or decisions.

Personal Information
Information about an identifiable individual, including sensitive or confidential data.

Records must:

• Be accurate, complete, and factual

• Be created at the time of the activity or decision

• Reflect decisions, approvals, and actions taken

Unofficial or duplicate records should be avoided.

Records will be:

• Stored securely to prevent unauthorised access

• Protected against loss, damage, or alteration

• Accessed only by authorised persons

Security measures may include:

• Password protection

• Restricted access

• Secure physical storage

• Encrypted or protected systems

Access to records will:

• Be granted on a need-to-know basis

• Comply with privacy and confidentiality obligations

• Be recorded where appropriate

Requests for access to personal information will be handled in accordance with privacy laws.

Records will be retained:

• For as long as required by law

• For operational, legal, or contractual purposes

• In accordance with approved retention schedules

Records relating to safeguarding, incidents, complaints, or legal matters may require extended retention.

When records are no longer required:

• Disposal must be authorised

• Personal or sensitive information must be destroyed securely

• Electronic records must be permanently deleted where practicable

All records containing personal or sensitive information must:

• Be handled confidentially

• Be used only for legitimate purposes

• Comply with the Privacy Policy and applicable laws

Breaches of privacy will be treated seriously.

Governing Body

• Provide oversight of records management compliance

Management

• Implement and maintain records systems

• Ensure staff and volunteers understand responsibilities

All Representatives

• Create and manage records responsibly

• Protect information from misuse or unauthorised disclosure

Failure to comply with this policy may result in:

• Corrective action

• Disciplinary measures

• Termination of engagement

• Legal consequences where applicable

This policy must be read alongside:

• Privacy Policy

• Governance & Management Policy

• Complaints & Disputes Resolution Policy

• Whistleblower Policy

This policy will be reviewed:

• Every two years

• Following data breaches or system changes

• When legal or organisational requirements change

All individuals creating or accessing records on behalf of Pageanz Worldwide acknowledge their responsibility to comply with this Records Management & Retention Policy.