Keeping records ready for review

Records are easier to review when their purpose, owner, version, status, and relationship to the work are visible. Start with a bounded inventory instead of copying every file into a new folder.

For each record type, identify the controlled source, who may create or change it, how authorised corrections are distinguished, and how a reviewer retrieves the relevant version. Connect personnel records to the method, employer procedure, training, examination, experience, authorisation, and renewal activity they support.

Preserve originals and change history. If a record is incomplete or unavailable, record the exception, responsible person, required evidence, and next action instead of silently replacing it. Retention periods, signatures, and required formats must follow the organisation's approved policy and applicable requirements.