OUR RECORDS MANAGEMENT

Records management is a subset of document management that deals with information that serves as proof of an organization's business activity. Documents management encompasses a collection of accepted procedures connected to the information's life cycle, such as identifying, categorizing, archiving, conserving, and discarding records. 

The ISO 15489: 2001 standard defines records management as “the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

• KMV Consulting is compliant with the National Privacy Commission and has an in-house Data Protection Officer (DPO) assigned who oversees KMV Consulting’s records management compliance. 

• The goal of this Records Management Policy (RMP) is to ensure that necessary records and documents of KMV Consulting are sufficiently preserved and maintained, and that records that are no longer needed by KMV Consulting or have no value are deleted at the appropriate time (retention period).

• This Policy is also intended to assist KMV Consulting's researchers, writers, and project managers in understanding their obligations regarding the retention of electronic documents, such as e-mail, Web files, cloud files, shared zip folders, text files, sound and movie files, PDF documents, and all Microsoft Office or Google Workspace or other formatted files. 

This Policy covers KMV Consulting's compliance on records retention and disposal.

• The Record Retention Schedule (shown below in table format) is the initial maintenance, retention, and disposal schedule for KMV Consulting's physical records, as well as the retention and disposal of electronic documents. The officer in charge of the administration of this Policy and the execution of protocols and procedures to guarantee that the Record Retention Schedule is followed is the KMV Consulting NPC-registered Data Protection Officer. 

• The KMV Consulting DPO is also authorized to: make changes to the Record Retention Schedule as needed to ensure compliance with local, state, and federal or republic laws and that it includes the appropriate document and record categories for KMV Consulting; monitor local, state, and federal, and republic laws affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy. 

The "retention period" is the length of time or duration up to when KMV Consulting can keep, use or archive a certain record. After the retention period, KMV Consulting will permanently delete the said records. Please keep a copy of your own records, because even though you shared the records with KMV Consulting, KMV Consulting will not take custody of such records, will not reproduce or re-copy; and will only delete them to ensure our compliance with our internal RMP and NPC.

This Policy applies to all physical records generated in the course of KMV Consulting’s operation, including both original documents and reproductions. It also applies to the electronic documents described above. This Policy was approved by the Data Protection Officer and the Chief Executive Officer on March 12, 2022; and is being renewed annually. 

Check our confidentiality policies if you want to learn how we keep information private and secure.