Documents and Record Management Policy

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Southern Africa Youth Project manages all documents and records that relate to requirements of the Southern Africa Youth Project Policies and Procedures System including, but not limited to the following:

  1. Beneficiary records
  2. Staff records
  3. Management System Records
  4. Department of Education records
  5. ACCREDITATION, MEMBERSHIP AND PARTNERSHIP BODY records
  6. RELEVANT ACCREDITATION, MEMBERSHIPS, REGULATORY AND PARTNERSHIPS records
  7. Registered letters
  8. General Correspondence

Document and Record Management activities ensure the following:

  1. Appropriate documents reviewed and approved by authorising personnel before issue and use.
  2. Pertinent issues of appropriate documents available at all locations where they require.
  3. Obsolete documents promptly remove from all points of issue or use.
  4. Changes made to documents identified in the text or attachment, and that all such changes approved by authorising personnel before implemented.
  5. Records maintained to demonstrate the efficient running of the Southern Africa Youth Project and the effective operation of the Policies and Procedures System.
  6. All records legible and readily retrievable and kept preventing loss or deterioration.
  7. Retention times for achieving records established and no records destroyed without prior approval of authorised personnel.
  8. Control of records includes identification, collection, indexing, access, storage, maintenance, and disposition.