Records Retention & Document Control Policy

Purpose

retention of trustworthy certification records and control of current documents

Scope

This policy applies to UKG personnel, contractors, subject-matter experts, assessors, decision-makers, administrators and candidates to the extent relevant to their role.

Mandatory controls

• Policies and schemes have code, version, owner, approval, effective date and change history.
• Superseded documents are archived and prevented from accidental use.
• Certification records are retained for a defined period that supports verification, legal obligations and audit.
• Retention and deletion take account of privacy, contractual and accreditation needs.
• Backups do not replace the formal retention schedule.

Required records

• Document register, change history, retention schedule and disposal records.

Review and control

This controlled document is reviewed at least annually and whenever there is a material legal, scheme, technology, risk or accreditation change. The English master controls; translations must be reviewed after a material English change.