This policy applies to all GlobalNet and its employees and contractors, who may create, modify or destroy GlobalNet student and organisational documents covered by the Standards for Registered Training Organisation (RTOs) 2015 (Cth)
GlobalNet will securely retain student assessment documents for
- the duration of GlobalNet’s assessment appeal period; or
- a period of six months from the date a decision regarding competency is made. Where a decision is reversed on appeal, the date of the decision is the latest date;
Whichever is the longer period. At the end of the retention period, the document expires.
GlobalNet electronic records management systems are managed by authentication protocols and passwords. All documents and records must be stored in GlobalNet approved systems that protect privacy and enforce security. The CEO determines what are approved records management systems for the organisation.
GlobalNet’s electronic records management systems automatically version control. All staff using GlobalNet’s electronic records and storage systems are to save documents following the correct procedures to ensure that the systems version control.
Documents required at audit
GlobalNet will reproduce in full at audit all client assessment documents that relate to the issuance of a Nationally Recognised qualification or statement of attainment in accordance with the document retention requirements in the Standards for Registered Training Organisations (RTOs) 2015 (Cth)
GlobalNet will retain electronic records of student attainment of units of competency and qualifications for a period of not less than 30 years. In the event that GlobalNet needs to surrender its registration for any reason, client records of outcome will be provided to the registering body.
Other business records
All other business records must be kept in accordance with any legislative or contractual requirements. Once the legal retention period has lapsed, the document expires.
Destruction of records
The CEO is the only person authorised to destroy student assessment records or other business documents. Private trainer working notes and other documents which are not relevant to student assessment outcomes or have no legal weight are not covered by this restriction. Once a document expires, it is able to destroyed. The method of destruction will be by specialist third party or other method which guarantees the destruction of the document(s).