Records Management Policy

Purpose

The Orion Records Management Policy describes the approach undertaken by Orion to manage its electronic and hardcopy Student and organisational records.

Principles

• Orion treats its records as “assets” and this means managing them through their lifecycle from creation to destruction.

• Records are to be kept securely and managed confidentially in an environment where they are protected from anticipated threats and hazards.

• Records will be readily available for access by the student request in a timely and professional manner.

• Orion’s electronic records will be regularly “backed up” with the “back up” stored at a different location (physical or cloud based) to the record source.

• Student Information stored electronically will be accurate with mechanisms in place to guarantee its accuracy and completeness.

• Where Orion has conducted training and assessment under a government funded agreement or contract, the record-keeping requirements of that agreement or contract will be complied with

Management Approach

1) The network used to support Orion’s storage of electronic records will follow a consistent and structured format.

2) Records no longer in use will be archived in accordance with the Standards for Registered Training Organisations (RTOs) 2015 and the Pre-qualified Supplier Agreements.

3) Orion’s Quality Improvement Plan and internal audit activities will be used to support effective Record Keeping.

4) Should Orion cease to operate, Student Information will be provided to the Australian Skills Quality Authority within thirty days.

5) Orion has identified the Client Liaison Manager as co-ordinating the program to safeguard student and organisational records.

6) Orion employees/ trainers are not to use Orion’s physical and/or electronic records for any reason other than the purpose for which their creation was intended.

7) All employees have an obligation to maintain accurate records regardless of their role. Employee failure to comply with record keeping policy requirements is serious and may result in disciplinary action which could potentially result in dismissal.